Document Management Software
is crucial for businesses that rely on fast access
to their records. A comprehensive document management
solution often combines scanning, storage, management,
and retrieval. Whether they're accessing service records
or medical claims, those businesses that live and
die upon the fast retrieval of files have found their
document management systems to be absolutely essential.
Document management systems use automatic
document feeder-equipped scanners to quickly digitize
stacks of records. With an automatic document feeder,
a scanner can scan page after page without operator
intervention--at speeds up to 100 pages per minute
(depending upon the scanner). High-volume document
management software systems are capable of
using multiple scanners simultaneously.
Once the documents are scanned, they
can be stored on a variety of media. High speed hard
drives and RAIDs are among the most common document
management storage options. Some shops depend on CD
jukeboxes, while others are moving towards DVD storage.
As DVD burner and associated costs have dropped, they've
become an attractive option.
Scanned documents can be stored as
images or as text. Advanced document management systems
use optical character recognition (OCR) to convert
the images into text. Once the text is OCRed, it can
be indexed based upon the all the text within a document
or by keywords within the text. Standardized documents
can be indexed based upon specific fields within the
document.
Features in a good Document
Management Software -
• Document Version Control
• Custom Document Profiling
And Indexing
• Compound Document Support
• Document Naming Convention
Support
• Document Subscriptions
And Notifications
• Full-Text Search And
Metadata Search Tools
• Document Management
Software provide quick Integration With Scanning
Software
• Accessible Over The
Internet, WAN or LAN
• Low Startup Costs
• Easy To Setup, Administer
And Support
Benefits of Document Management
Software -
(1) Document Management Software
address a wide range of information management requirements
and applications
(2) Document Management Software
increases operational efficiency by extending access
to documents, data and business processes to a wide
range of internal and external users.
(3) Document Management Software
supports regulatory compliance by ensuring proper
management of critical documents. The system's audit
trail capabilities can track all interactions that
occur over time.
(5) Document Management Software
save time lost filing and retrieving documents
(6) Document Management Software
minimize space used for document storage
(7) Document Management Software
create a centralized repository of all your documents
(8) Document Management Software
convert paper documents into electronic form by scanning
(9) Quickly find
the document you need.
(10) Document Management
Software secure your documents and control
access to them.
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