Document Management System…What?

What is a Document Management System and what are the benefits to my organization?

Document Management can be defined as the storage, tracking, and managing of electronic documents and images from paper based information captured through a scanner, computer file, email, etc.   So at the simplest level, all PCs could be defined as a basic document management system.

As organizations grow, they collect and store a vast amount of paper that occupies space and is often very time consuming to retrieve and many specific details associated with the document are lost.  On the enterprise level, a Document Management system addresses this issue by creating a process of applying policies and rules to how these documents and images in their electronic form are created, stored, retrieved, and expired.

Storage

Document management systems allow users to store electronic copies of documents and images at a central repository on a server for later retrieval.  This can save a considerable amount of time and paper.  The electronic documents may be obtained from a variety of sources such as a scanner, computer file, or an email.  Many document management systems incorporate filing policies for file locations, version control, security, document retention, workflows, auditing, and archiving.

Tracking

Document managements systems allow users to track key information about the electronic documents such as version control, scanned date, source, etc. that assist the users to easily retrieve the document in the future.  Many systems further allow for workflows that determine how specific documents are handled in the system such as the flow of a payable invoice with an approval process.  The workflows often can be customized to route documents according to the specifics of your organization.

Managing

Document Management systems track the details, workflow progression, and histories about each electronic document or image it stores in its repository.  More often than not, document details include a link to an ERP system such as Microsoft Dynamics GP or Microsoft Dynamics CRM.  With the ability to link the document to an ERP system, an electronic document or image can be associated with a specific payable invoice, a vendor, customer, or any other ERP information.   This allows for immediate recall of the document when viewing the associated ERP data within the ERP system.

 

Summary of Benefits from a Document Management System

·       – Requires less paper and space to warehouse the paper

·       – Central repository for electronic documents and images for quick, easy access

·       – Workflows for routing, approval processes and document control

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·       – Linked to ERP data such as vendor, customer, payable invoice, etc.

·       -Tracking of document progression and history

If you have any questions or would like more information about Document Management Systems and how it can add more value to your business, contact Andrew at sales@ktlsolutions.com or call 1.866.960.0001.