Computer systems were incorporated by many businesses and organizations with a view to automating document processing and reducing administrative burdens on their staff. However, without particular types of software systems, electronic documents are no better than paper files. For instance, even if you save all your documents in digital format, you may still end up searching for the files in the numerous folders on your computer. Document management software provides the best solution to such problems.
With computerized systems most businesses started dealing with electronic documents in every possible way. However, many were still handling paper documents created prior to adoption of a digital system. Organizations usually require older files such as contracts, agreements and other legal paperwork, client information, policies and financial documents. With automatic data capture feature of document management software, paper files can be easily converted into digital format. In fact, such files are also easier to save and store, eliminating the need for massive storage spaces needed for archival files. Apart from this, digital files are also easier to search and retrieve when required.
Many businesses thought it impossible to have a system that requires minimal manual intervention. The macro and coding options provided by some database management systems and customized software based on them, were thought of no less than a miracle. However, with digital imaging incorporated into document management systems, the automatic data capture provides a system which minimizes manual entry to a large extent. Software with form recognition facility captures relevant data from a document and automatically enters it into a tabulated format. For instance, fields on an invoice such as date, invoice number, order number, number of items and so on, are captured through a scanner or OCR system and fed into the software. The software then saves this data systematically for later use.
There are tremendous possibilities presented by such a system. Ask any employee the amount of time it takes to manually enter scores of invoices or order forms coming in every day. The amount of time saved with automatic data capture is truly phenomenal, where the time saved can now be utilized for better purposes. Such a solution also helps in streamlining the documentation process. With document management software, your employees and administrative staff can concentrate on achieving the business goals and work towards better services for your clients and customers.
Benefits that can be achieved using document management software include:
Scanning and capture of relevant information from printed documents
Capture of electronic documents including emails
Systematic saving and indexing of data captured
Easy storage and retrieval when required
Integration with existing hardware and software systems including spreadsheets and word processing solutions
Document processing including auto-submission of final draft or delivery of an item to clients
Document management systems were usually associated with large organizations dealing with thousands of documents, which is true. However, timely and accurate information is of utmost importance to every organization, no matter how big or small. Every decision is virtually dependent on how fast information can be retrieved and processed for use by higher management and your clients. In this regard, every establishment handling documents will require a document management system at some point in time. Usually thought of as expensive, document management software have become more affordable and accessible today. They have also become more user-friendly and easy to incorporate into the existing system.
Apart from remote access, data backup and disaster recovery, document management systems is one of the top ten technologies that businesses must adopt in order to stay ahead of the competition. Clients and customers today expect quick solutions to their problems and faster delivery of information or items. The work environment has also become more competitive. With professional document management software, your staff is equipped to handle such an atmosphere and you can surely hope to achieve success for your business.