A Document Management System (DMS) is an electronic solution designed to streamline document management by enabling efficient scanning, storage, retrieval, and distribution of documents. It enhances security, reduces storage costs, and improves workflow and customer service, making it beneficial for organizations that handle confidential data and high volumes of documentation. Key sectors expected to benefit from DMS include insurance, telecommunications, and government services, all of which require secure and efficient document handling.

1. Document Management System
Solution Overview

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. Thank you!
Hiran Wickramasinghe
hiran [at] conversesolutions [dot] com