Document Management System (DMS)


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A presentation on document management system presented by Converse Solutions during the Global Executive Event in Colombo, Sri Lanka, 22nd August 2010.

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Document Management System (DMS)

  1. 1. Document Management System Solution Overview
  2. 2. DMS – What is it? Document Management System (DMS) is an electronic solution that help organisation to streamline their document management processes. It enables scanning, storage, retrieval, sharing, tracking, revision, and distribution of documents and hence information and data they contain.
  3. 3. DMS – Why is it effective? • Flexible retrieval of documents and information they contain • Improved, fast and flexible search for information and data • Controlled and improved document distribution Centralised source of information • Administratively controlled access to data • Disaster recoveryImproved Security • Reduced or eliminated document storage costs • Improved cash-flowCost-effectiveness • Improved internal operations and communications • Easy administration of information and data • Preserved intellectual capital Improved workflow • Easier and fasted access to customer-related data • Faster and more effective customer service Maximised customer satisfaction
  4. 4. DMS Centralised source of information Easy Retrieval It is possible to retrieve any documents stored in the system at any time and in as many copies as needed. Flexible Search DMS provides flexible search tools that enable defining criteria according to the actual needs. The documents can be searched by title, author, or keywords found in the name or the content of the document. Improved Distribution The system is integrated with the organisation’s software suite what enables sending documents using emails or other commonly used communication tools.
  5. 5. DMS Improved Security Administrative control The DMS allows introducing changes to the system only to the authorised users. Only those with valid password and login can retrieve information from the documents what makes the system a secured place for confidential and fragile data. Disaster recovery All files are scanned, stored and backed-up in the electronic version what protects them from physical damage.
  6. 6. DMS Cost-effectiveness Reduced document storage costs In DMS, all the documents are stored in the form of electronic files on a server. This format eliminates the maintenance cost of cupboard archives. Improved cash-flow More effective processing of documents like invoices, debt collection and other cash-related documents helps to control the flow of cash in the organisation.
  7. 7. DMS Improved Workflow Improved internal communication By facilitating access to all information contained in documents within the company, the managerial processes become more effective and the workflow is smoother. Easy administration of information Easy access to information stored in diverse documents facilitates the workflow because it enables the retrieval of necessary documents in as many copies as needed. Intellectual Capital As all documents are in electronic versions it is easy to share them within other coworkers and therefore pass the knowledge and improve the workflow.
  8. 8. DMS Improved Customer Satisfaction Access to customer-related data In DMS all the information is stored in a centralised repository and therefore is easily accessible. The customer service is therefore smoother and much more effective. Effective customer service In certain sectors the customer service is based on application and form filling. Easy access to the necessary documentation speeds the process of customer service and maximizes their satisfaction.
  9. 9. DMS – Who can benefit? Organisations: 1. enforced by law to store official documentation on their activity. 2. that deal with a significant number of customers’ documentation on a daily basis. 3. that store confidential data about customers.
  10. 10. DMS – Which sectors are likely to use it? • Insurance – to store applications, quality documentation, diverse documents involved in the claim process (pictures, document copies, etc.) and policy documentation • Telecom – to store applications for different packages and subscriptions and documentation relevant to contracts • Governmental (on the example of Passport and Immigration Office) – to store all documentation regarding citizens: passport, visa and identification card applications and copies
  11. 11. DMS in governmental sector Governmental organisations store documents containing confidential information about citizens. Passport and Immigration Services, that Converse cooperated with, handles information about citizens from different countries: their names, passport numbers, visa applications, etc. A reliable solutions to store and to protect this data from unauthorised use in indispensable. Moreover, when dealing with a lot of customers on a daily basis, DMS improves the workflow and customer service in the offices, i.e. in the airports.
  12. 12. DMS in insurance sector Insurance organisations archive different types of documents relevant to policy and claim application and documentation processes. Similarly to governmental organisations, they store confidential data and need to apply high security standards to protect their customers. As the insurance sector is strictly controlled by law, the DMS has several features to authenticate the validity of all stored information in order to demonstrate compliance with governmental regulations.
  13. 13. DMS in telecom sector The use of a reliable DMS in the telecom sector helps dealing with all sorts of documentation relevant to contracts and applications. The system provides an easy access to application forms for packages and subscriptions and serves as a document archive. Therefore, it improves customer service and the workflow of telecom company’s employees.
  14. 14. Thank you! Hiran Wickramasinghe hiran [at] conversesolutions [dot] com