| An electronic document management system
is a computer-based system whereby
software tools are used to capture,
process, index, store, retrieve,
distribute and dispose of the
documents. The documents may be
in the form of spreadsheets, word
processing documents, multimedia
files and the like. An electronic
document management system includes
the capturing of documents through
scanning, bar coding and optical
character recognition, maintaining
workflow management by the control
of an orderly flow of documents,
and the distribution of documents
across individuals and departments.
Many of the processes of document
management systems are included
in electronic document management
software, which also allows documents
to be captured and stored in the
form of graphical images. The
software can be run on a personal
computer and networked using the
company’s existing network. It
allows instant access to documents,
enhances collaboration with respect
to sharing information among departments
and offices, and ensures security
to files and records.
A user can create a document,
attach graphical images and index
the document along with the attachment,
using the software. Any information
on the document can later be accessed
simultaneously by all users having
a security clearance, irrespective
of their geographical location.
Subsequent changes and modifications
made thereafter are also stored,
along with the original document
which the other users can view
as a complete file. An electronic
document management system ensures
against misplacement or loss of
files due to the provision of
an online security system. Also,
it makes disaster recovery easy
because of the possibility of
the external storage of information.
In addition to this, the software
provides control over the users
who can access, view and forward
any documents.
An electronic document management
system is more cost-efficient
than paper-based document management.
It saves costs on office space,
file cabinets, papers and personnel
to maintain the files.
Electronic document management
systems can be implemented in
organizations where there are
large volumes of documents that
are difficult to manage and track
because of their distant physical
locations. It is beneficial to
organizations which have to provide
instant and multiple access to
the information and keep track
of all the modifications made
by the users to the original documents
during its lifecycle. An electronic
document management system brings
about the centralized management
of documents and enables better
and faster decisions due to improved
workflow management.
Document Management Systems provides
detailed information on Document
Management Systems, Electronic
Document Management Systems, Document
Management System Software, Database
And Document Management Systems
and more. Document Management
Systems is affiliated with Document
Scanning Services.
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