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What is Document Management System?
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Document management is the automated control of electronic documents through
entire life cycle within an organization, from initial creation to final
archiving. Document management allows organizations to exert greater control
over the production, storage, and distribution of documents. The full range of
functions that a document management system may perform includes document
identification, storage and retrieval, tracking, version control, workflow
management and presentation.
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Why use Document Management Systems?
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Vendors and representatives of companies that have implemented DMS, repeatedly
stress the need to examine business-critical objectives before embarking on DMS
projects.
For businesses, such as engineering, banking, insurance and pharmaceutical
firms, the goal of automating
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document management is to get control of and increase the efficiency of the
flow of documents that support their business, processing insurance claims,
creating and getting approval for new drugs and so on. The benefits of document
management for businesses include:
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Leveraging intellectual capital such that knowledge is created once, then
reused many times.
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Managing workflow, controlling the flow of information through all phases of a
process.
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Fostering more effective teamwork to accelerate business-critical applications.
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Delivering products faster with better customer service (reduce cycle times)
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Allowing rapid response to events (reduce cycle times)
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Forwarding & Rewinding:
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Forwarding is sending a file to other user(s).If Forwarded user is not in the
position to engage with a forwarded document then the document is Auto
Forwarded to the next valid user by DMS automatically.
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Configuration:
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DMS can be customized by system administrator. There is nothing hard coded or
rigid. System administrator can set persimmon levels, organization hierarchy,
Login-Logout time (user wise), form / report access, No. of departments /
sub-department, level of user (employ), etc. Rewinding is sending back a file
to forwarded user, incase of some corrections to be made by him / her. If
rewinded user is not in the position to engage with a rewinded document then
document is Auto rewinded to the next valid user by DMS automatically.
DMS sends only link of file to user(s) not a copy of file, for optimum
utilization of space.
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Versioning:
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DMS maintain multiple versions of a file, including a record of the changes to
the file from version to version. Along that each version will have record of
users who created that particular version, from which machine and what time.
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Document History:
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Document History is driven by Versioning. It records all changes to a file
since it was initially added to DMS With the file history, you can return to
any point in the file's history and recover the file as it existed at that
point.
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System / User Messages:
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System messages are generated by system automatically. And user messages are
sent from user to user. These messages are served to user as a pop ups. Message
is served at the same time to user if he / she is logged in or other wise at
the time of login.
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Mobile Login:
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A user can login through his / her cell from any where. They can request the
list of Forwarded and Rewind document on their cell as SMS.
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Remote Office:
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Remote office is a tool by which user can login from internet. They can see all
the unattended documents which are forwarded or rewinded to them. User can
enjoy this facility only when they have Remote Office.
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Mail and Fax Server Integration:
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A customizable interface is ready within the system for Fax Server integration.
All incoming and outgoing fax will be stored in DMS automatically.System
administrator can configure their mail server with DMS. This can be integrated
with outlook very easily. All incoming and outgoing mails will be stored in DMS
automatically, user wise.
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Document & Folder:
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A user can create / copy / read (and more) the document in his / her working
space allotted by admin. Check-Out, Check-in and Latest Version Options allows
users to Access the Documents.
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Fundamental Features:
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Working Folder
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Check-Out
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Check-In
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Latest Version
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Versioning
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Document History
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File Sharing
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Related Documents
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Document Forwarding
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Document Rewinding
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Document & Folder
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Full-Text Search
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Additional Features:
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Configuration
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Security Mobile Login
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Remote Office
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System & User Messages
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Fax Server Integration
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Mail Server Integration
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Auto Forwarding
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Auto Rewinding
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Document Templates
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Type of Documents
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OCR / ICR
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Key Benefits:
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Saves Space - no need for paper based filing
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Quick retrieval through a powerful search engine
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Up to date documents with full version control
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Simple user interface, with limited training requirements
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Fast and powerful document back- up
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Improved document privacy
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Quick return on investment
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Secure storage and document back- up
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Simple check-in/chek out functionality
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