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7 Characteristics of Ideal Document Management System - DMS

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What is DMS Document Management System?
DMS is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents. The document management system should be capable of keeping a record of the various versions of the documents created and modified by different users (history tracking).

Many businesses have piles of paperwork in a chaotic, making it hard for employees to find specific documents. Implementing a document management system is critical for a business to succeed. When searching for a reputable document management system, there are 7 primary qualities to consider about the software:
1. Cross-platform functionality
2. Document scanning capabilities
3. Powerful Keyword, Multi-lingual Content & Attribute based Search
4. Easy-to-use interface
5. Increases productivity
6. Maximum Security
7. Model your own processes

Published in: Technology
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  • #2 Adaptability; to cover individual needs across departments and processes
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  • #1 Integration-capabilities; integration of existing systems (data, documents, processes as well as infrastructure) as well as integration into existing appllcations ans user-interfaces
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7 Characteristics of Ideal Document Management System - DMS

  1. 1. 7 Characteristics of Ideal (DMS) Document Management System DMS Document Management System
  2. 2. What is DMS Document Management System?
  3. 3. What is DMS - Document Management System? VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System  DMS is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents.  This system should be capable of keeping a record of the various versions of the documents created and modified by different users (history tracking).
  4. 4. What is DMS - Document Management System? VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System Document management software makes it easy for businesses to combine paper and digital files and store them. File formats supported can range from:  Word documents,  Excel spreadsheets,  PowerPoint presentations,  PDF files, etc.  Document Management processes are essential to ensure statutory or regulatory compliance, such as tax declarations, conformation to various standards, such as ISO, FDA, etc.  Such requirements demand easy traceability of documents and audit trail of document creation, access, modification, approval and submission.
  5. 5. What is DMS - Document Management System? VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System Document management is essential is all sectors:  Commercial Businesses  Banking  Non-Banking Finance & Insurance  Government & Non-Government  Education  Healthcare  Research & Development  Construction & Real Estate, etc.  Documents stored in a document management system such as procedures, work instructions, and policy statements— provide evidence of documents under control.  Failing to comply could cause penalties, loss of business due to con-conformance or non-compliance, or irreparable damage to a business's reputation.
  6. 6. What is DMS - Document Management System? VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System  Integrated document management comprises the technologies, tools, and methods used to capture, manage, store, preserve, deliver and dispose of 'documents' across an enterprise.  In this context 'documents' are any of a myriad of information assets including images, office documents, graphics, and drawings as well as the new electronic objects such as Web pages, email, instant messages, and video. I want to receive monthly DMS updates
  7. 7. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management SystemIs this how your DAILY MANAGEMET of DOCUMENTS looks like?
  8. 8. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System Would you feel better if it looked like this?
  9. 9. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System FIND A SUITABLE DMS TODAY! 7 Characteristics to look for in a Document Management System
  10. 10. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System Access to your organized documents should not be limited to a single device. It is important to ensure the software is compatible with all devices including desktops, laptops, smartphones, and tablets. With modern technology, there is no reason that applications are unavailable for any of these devices. Cross-platform functionality #1
  11. 11. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System The ability to scan documents into a database one at a time is an extremely daunting task and a major waste of time. When selecting a document management system, ensure the software has the ability to queue up multiple documents for scanning. This will allow you to complete the task quickly while still maintaining a high level of readability. Document Scanning Capabilities #2
  12. 12. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System An ideal document management system contains a powerful document search engine that searches through document content and gives you quick results and allows you to quickly retrieve documents. Powerful Search Features #3 Subscribe to DMS Newsletter
  13. 13. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System The software interface should be simple and easy to navigate. Not everyone is technologically inclined, so the simpler the software, the better. Easy-To-Use Interface #4
  14. 14. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System Look for a DMS solution that can be easily understood by all employees to save time and the money spent on training in the new system. Ideal DMS should provide role based information and alerts based on documents. Increases productivity #5
  15. 15. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System Security is one of the most critical aspects of a document management system. The ideal software will provide a high level of documents encryption and role based access. There should be a folder hierarchy and options for folder privacy.Maximum Security #6
  16. 16. VIENNA Advantage DMS http://www.viennaadvantage.com/dms-overview.php Document Management System An ideal document management system has an inbuilt enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. Also it allows you to create your own processes and manage them however you like. Model your own processes #7 Subscribe to DMS Newsletter
  17. 17. If you want to have a closer look at our DMS solution see the GETTING STARTED DMS VIDEO or find more about its ENTERPRISE LEVEL FEATURES VIENNA Advantage DMS is an Enterprise level DMS VIENNA Advantage DMS can be installed on premises, on your private cloud or on the Enterprise Cloud offered by VIENNA Advantage. Its web based mobile client is light enough to run on mobile devices such as tablets and enables you to be in control of your documents from anywhere and still offering you're the full power.
  18. 18. ABOUT VIENNA ADVNATAGE OPERATING GLOBALLY VIENNA Advantage is a certified product and service provider operating globally with its headquarters in Germany. WORK TOGETHER WITH MANY FORTUNE 500 BRANDS With world-renowned German precision and quality we find new ways of software engineering and work together with many Fortune 500 brands in the area of business applications and web development. Our innovative and creative team guarantees a successful implementation of our products and services in any organization. SUCCESSFUL IMPLEMENTATION IN CLOSE TO 1000 ORGANIZATIONS WORLDWIDE VIENNA Advantage has been implemented in close to 1000 organizations around the world including government agencies, universities, NGOs and corporations. It will provide a benchmark for your operations and helps you to optimize your processes using world-class standards. VIENNA Advantage open source ERP & CRM http://www.viennaadvantage.com/
  19. 19. ABOUT VIENNA ADVNATAGE INNOVATIVE & FUTURE-ORIENTED BUSINESS SOLUTIONS VIENNA Advantage delivers the precise blend of sincere and productive business features, and a highly innovative and future-oriented structural design and solution approach. VIENNA’s product portfolio range proffers you with all the solutions that you would need to equip your enterprise with, incorporated into a single podium. STRONG PARTNERS’ NETWORK With development and support centers all over the globe, VIENNA Advantage has succeeded in developing a strong partner network across different countries. Its partner eco system assists customers from numerous countries in adapting to localized versions of VIENNA Advantage and availing local support right at their door steps. VIENNA Advantage open source ERP & CRM http://www.viennaadvantage.com/
  20. 20. CONTACT one of our offices and find out more about our products Germany VIENNA Advantage Bohlenskamp 21, 26340 Zetel Phone: +49-621-307-80370 United States VIENNA Advantage 2372 Morse Avenue Suite #418 Irvine, CA 92614 Phone: 1-949-325-0615 India VIENNA Solutions #493 Phase-9, Industrial Area Mohali, PB 160062 Phone: +91-172-5090-860 VIENNA Advantage open source ERP & CRM http://www.viennaadvantage.com/ www.viennaadvantage.com info@viennaadvantage.com Let’s get social INTERNATIONAL Partners’ Directory / Find partner http://viennaadvantage.com/find-partner-americas.php Blog http://viennaadvantage.com/blog/ www.linkedin.com/company/vienna-advantage www.facebook.com/viennaadvantageerp www.twitter.com/viennaadvantage www.youtube.com/user/softwareonthecloud

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