Document Management System (DMS) is the electronic system designed to organize and manage documents. These documents are usually organized with software, which provides the user with the ability to access, modify, and centrally store the documents. Document management systems handle tedious tasks such as archiving, distribution, and creation of documents.
The advantages incurred by DMS in business enterprises are the reasons for its growing prospective. The range of services offered by such a system is crucial in multiple aspects, which encompass most of the process operations in business enterprises. A DMS provide services such as massive storage, versioning of files and electronic records, usage of search features as well as recovery of documents.
Features of DMS that are contributing extensively in efficiency of operational processes are also the factors behind its growing demands. Apart from providing massive leverages that can be measured in terms of financial returns and cost cutting, this system contributes towards the overall improvement of enterprises by administering a competitive edge in the market.
DMS provide extensive tools and techniques for data retrieval. Retrieving information and data is one of the imperative parts of any process operation. This involves facets such as time, accuracy as well as integrity of records and information, affecting the whole process in terms of resource, labor and money. These processes being complicated, requires massive resources and effective intelligence for efficient delivery. As far as small and medium level enterprises are concerned, overall efficiency with proper utilization of resources is crucial. Document management systems makes retrieval of electronic data quick, easy and quite economical, compared to other models. The process becomes efficient with multifarious features such as indexing, utilization of metadata, keywords and document query options. The system can create multiple images of a single document and stores them. This provides a paperless platform that can be accessed quickly in the system. Paper documents can be scanned and stored in the system turning the process to be cost saving and agile. It impacts several aspects of operations in SMB’s simultaneously.
Information security is a paramount aspect for enterprises and Document management systems has reinforced the structure providing a whole new technical platform. In such systems documents can be controlled at different levels defining the levels of accessibility. These systems also assist in audit system that provide information on when and by whom the document was accessed. The system is excellent in maintaining confidentiality and privacy of documents and information.
DMS assist publication and reproduction of documents. The complete sequences in workflow such as proofreading, reviewing, authorizing and approvals, printing and producing copies are effectively handled in these systems. This prevent damage of documents and assist in efficient recovery, which otherwise are both expensive and time consuming. Digital archiving of documents is possible in enterprises through this system, which bypasses the need of extra resources for storage of documents.
Apart from these advantages, a number of serious issues such as regulatory compliances, generation of invoices and collection of data input itself are addressed effectively with DMS. Overall improvement of internal operations, enhanced services improving customer satisfaction and quick circulation of information or news are the collateral consequences of this technology.
The emerging trends of Document Management System have improved the overall workspace and operation mechanisms in SMBs. This has introduced the Cloud Sphere in business and enterprises. This eradicates the need of expensive infrastructure by providing easily accessible platforms for usage of software and applications automating the operation processes. Migration to cloud services has become a rewarding effort for business enterprises. Platforms such as SaaS, Software as a Service, web based applications and services have gained gradual prominence in this sector. The latest successful implementations of workflow software have rendered considerable agility and efficiency in process operations.
Mobile device integration to the workplace has become the trendiest implementation in SMB’s. Trends such as BYOD have created a buzz in the corporate market. DMS is assisting the implementation of such trends adding to work place efficiency and flexibility. With the growing prominence of mobile technology has also assisted DMS to become more popular in enterprise management.
According to Vishal Tripathi, Principal research analyst at Gartner Inc., “Voluminous growth in data, compliance and regulatory issues, the need for a faster decision-making process and requirement for a contingency plan for any disaster and security issues are the factors driving the adoption of DMS.” The effects of these systems are evident in transforming workplaces and process operations. The market of DMS was expected to grow at the rate of 13.2% by 2012 to reach a hefty sum of $75 million. According to a survey by Seclore Technology, the global market for DMS is growing at the rate of 20% CAGR, assisting firms and enterprises in automation of business processes.
By Ms Fahmida Ozair,CEO, SoftAge Information Technology