2. Information, your business depends on it. But can your
employees easily locate information they need when they
need it? In most companies, documents are stored in a
variety of places like -File cabinet store room, on networks,
on Individual PC hard drives, CDs and Desk drawers. Visit
document management system for more info. The people
who need to access these documents are often situated in
different locations as well.
3. The answer for an increasing number of businesses - large
and small - is a document management system. The best
Document management system will help your office go
paperless which frees up valuable office space that can be
put to better use as workspace for your employees. In
addition, document management software makes your
office much more environmentally friendly.
4. What is Document Management System
(DMS)?
Document management is an organizational method. More
specifically, it is a technology-based means of storing
documents. Documents (and sometimes images) are held
in a single storage area (repository) that simplifies
managing and retrieving the files when necessary. Since
organizations have varied needs, systems are often custom
designed.
5. How does it work?
Document management typically begins with the electronic
document usually we use a scanner to convert paper
(physical) documents into digitized images. Once all files
are electronic, it is easier to organize the information. In
addition, where possible, all new documents are prepared
and saved in a permanent digitized format.
6. When you need to retrieve a document from the system,
you perform a search by entering the document's name.
The request is processed and the information is retrieved.
Document management systems include security
measures to ensure that only authorized users have
access. These measures determine which documents
certain people can read, and what actions or modifications
they can make.
7. Benefits of using Document Management
System (DMS)
An effective document management system helps by
making it easier to file, organize, share, retrieve, and
secure information. Employees can also be more
productive since they save time searching for business
critical information. A good document management system
also facilitates collaboration, decision, and the ability to
build upon the work of others.
8. Digital files have functionality which is not possible with
paper files. With a document management system in place,
multiple people, even those working from home offices or
the field, can access and work on files simultaneously.
Query reconciliation and resolution is easier, Customer
Application Forms or CAF documents can be stored for a
long period of time without any damages, and Documents
cannot get misplaced or duplicated.
9. are-
a. Surveys- Survey data is collected c. Email Forms- Customer royalty cards are
for many purposes, census given many brand across the country, while
happens every few years. The data feeling up these forms, a box is specified for
obtained can be digitized easily each letter
b. Questionnaires- Tabulation of data d. Registration Applications- Applying to get
which is obtained through a service or product is easier now, for each
questionnaires is easy now; OMR area such as name of the person or his/her
technology is used, so we can get
address there are boxes specified where
numerical values
individuals need to write in uppercase letters.
10. Improved customer service is another significant intangible
benefit. Files are at the fingertips of all employees so that
customer inquiries can be answered more quickly and
effectively. Document digitization helps companies and
governmental organisations to process data easily, manual
data entry is slow and errors can occur while entering data.
Duplication is avoided and data can be verified easily.
Customer application form management is a service that
document management companies provide. Companies can
save money in printing and copying expenses and also there
is a reduced need for onsite and offsite file storage space.
http://www.genio.com.my/dms-document-management-
system/
