Posts Tagged ‘document management software’

Decisions in any business are based on organizational knowledge. In today’s business environment, this knowledge rests not only with some top executives of an organization, but also with the databases and documents that an enterprise maintains. It’s the speed and accuracy with which information can be retrieved that the success of a business largely depends. Digital document management has made it possible to create and store information, and organize it for easy retrieval.

There are generally two types of documents that any organization handles, one that is produced by the organization and second, received from the outside. Most of this documentation in the form of financial statements and monthly or yearly reports come in handy for analysts to formulate future goals and assess current status of the business. Critical information is also received from the outside in the form of invoices, suggestions from clients or customers, letters of complaint and so on. This data comes in several formats, both electronic and paper.

Document capture forms an important part of recording every piece of information received by your organization. If you do not convert paper documents to digital format, it cannot be included in your analysis. This can be of great importance when making critical business decisions. Though scanning a document converts it into an image, it’s of no value without the corresponding metadata which makes it searchable and retrievable. Document management software provides a unique solution to this problem, as every data from a paper document can be captured and stored on the computer.

Document capture can be defined as a process that converts paper information into electronic format, which can then be processed and stored using various technologies. Some important components of the document capture process are:

Scanning or document capture: When a document is scanned it produces an image on the screen of the computer which can be stored on the computer like any other file. Several factors must be considered when choosing a scanner depending on requirement and average number of documents likely to be processed every day. For instance, size, quality of paper, volume is some factors that you must keep in mind. Scanners are extremely handy and can process a variety of documents, from business cards to engineering drawings.

Automatic document feeder: Optimum use of document management software can be made only if you have automatic document feeder. This device feeds paper automatically into the scanner and speeds up the process significantly. The device is quite useful for processing bulk documents such as invoices and forms.

Speed and accuracy: Speed with which documents are processed by document management software decides the quality of the document. Ideally, a standard sized scanner can process anywhere between 6 to 200 pages per minute. However, considering optimal performance, a processing speed of 20-30 pages per minute should suffice for everyday use.

Image cleanup: Most scanners come with enhanced technology to apply cleanup techniques to increase accuracy of data. Contrast adjustment, noise removal, rebuilding broken characters and cropping borders are some of the cleanup techniques used in scanners. This helps in capturing all the information in the original document without compromising on its accuracy.

Data extraction: As in the case of paper documents, digital document management too requires extraction, storage and appropriate indexing of useful information. Document management software normally has an indexing system which organizes documents in form that can be easily searched and retrieved when needed. As such, accurate extraction and storage of information is one of the most important features of any document capture solution.

A digital document management system must perform various tasks to make the scanned data readable and useful for the organization. As each type of document needs to be processed in a different manner, the document management software must be customizable to meet these requirements. New technology has provided a great tool in the form of document management systems to maximize productivity and increase profitability, and is one of the best investments that you can make for your business.

Steve Breault “DocMeister”

Steve Breault, Vircosoft Founder / CEO

In today’s dynamic business world, there are a lot of expectations from a company in terms of administration and services offered. A company today is expected to offer world class services to its clients, increase profitability and keep costs to a minimum, all at the same time. Balancing these expectations is a huge task for a company, no matter what its size. In such a scenario document management software can be of great help as it offers a multitude of features that can be used for streamlining the document processing system.

Business document management can help resolve critical problems that an organization faces on a daily basis. Document management software enables an effective way of processing and distributing information throughout your organization. For instance, a digital documentation system eliminates many limitations of a paper based system such as misplaced original documents, inconvenience of retrieval from a remote location and slow distribution.

Apart from this, document management software has several features that make it possible to manage millions of documents and retrieve them within seconds. Being computer based, such a system also makes it easier to share and distribute documents through email, fax and other file sharing systems. Remote access also makes it possible to search and retrieve documents instantly while traveling or when in a meeting away from the office. Digital documents can also be backed up easily, making it easy to recover documents. 

Choosing the right business document management system specific to your business requirements is extremely important. Following are the key features that you must look for when selecting a document management system: 

Automatic data capture to incorporate documents into the system: The three critical features you must look for is scanning, import and conversion of electronic documents. Scanning allows you to convert paper documents into their digital version, which can then be stored on a computer. The indexing feature enables systematic storage of scanned documents which can be easily retrieved. Apart from this, a document management system allows you to import electronic files such as text, images, audio and video, and supports a variety of formats. Other files formats such as word documents and spreadsheets can also be converted into PDF and TIFF files and imported into a document management system. 

Storage and archiving: Document management software offers easy storage, backup and retrieval system. Storage is a major hassle with paper based system, both in terms of space occupied and safety. On the other hand, a digital document is much easier to manage and store. For instance, copying an electronic document onto a storage medium such as a hard disk or CD is much easier compared to creating paper copies. Similarly, a virtual repository is easier to manage compared to a physical one, both from security and location points of view. 

Sharing and distribution: Sharing of paper document is always prone to risks such as loss of document or accidental misplacement. Instances of time wasted looking for misplaced documents and recreating originals are many. A document management system can be accessed over a network, making it easier for you to share important documents. Employees need not pass a document from desk to desk or wait for a colleague to finish his work before he can access the file. With document management system it is possible for multiple users to access the same file at the same time. Similarly, electronic documents can be easily distributed through a network, fax, email, and so on.

Security: This is again a very big concern in paper documents. Not only are paper files prone to misplacement, they are also vulnerable to theft and physical damage. Although digital documents too are susceptible to physical damage, the easy backup and recovery eliminates this problem very effectively. Apart from this, the access control system in document management software allows only authorized personnel to access the files. Similarly, different levels of security can be set up depending on the requirement. For instance, a file may be read-only for a department, whereas modification or update rights can be given to higher management or others as needed. 

There are many more benefits offered by a business document management system that helps create a more systematic approach to document processing. With the right solution for your office you can not only dedicate your staff towards achieving your business goals, but also empower them to make informed decisions. 

Steve Breault “DocMeister”

Every organization strives to grow in terms of profit, revenue, consumer base and geographic or global presence. However, an organization can achieve its business goals only if the growth is managed carefully. For instance, a company growing at a fast rate may not be able to handle increased workload or capital costs successfully. Modern technology such as automatic data capture incorporated using optical character recognition is aimed at helping small, medium and large companies increase productivity and profitability.

The very first image scanner was developed and built in 1957. Earlier image scanners consisted of a single photo detector along with a rotating drum. Image scanners have undergone a variety of changes in terms of their size, quality and speed. With technological advancements image scanners now come in compact format and can be easily placed on your desktop. Apart from this, modern image scanners can be easily integrated with document management software to capture and store data automatically.

As your business grows, the number and types of documents handled by your company will also increase. Imagine a situation where your office receives thousands of invoices and remittances per month. Even if the entire system of documentation is computerized, there may be instances where managing data can become problematic. For example, a customer paying multiple invoices with one check can complicate document processing. In fact, this would involve manual entering of the amounts against each invoice. One small error can lead to repeat work, wasting precious time and effort. This will also reflect on the productivity of your company and seriously hamper its growth prospect.

Document management software coupled with technologies such as optical character recognition (OCR) helps simplify document processing. OCR software is an artificial intelligence system able to recognize, scan and store sequences of characters or lines. The characters are scanned, checked against a database and relevant information is stored for later use or forwarded for further processing. Automatic data capture using OCR and other such technologies can be of tremendous help to organizations that receive large number of documents on daily basis.

Every office has a document management system in some crude form or other. For instance, there may be some naming convention in place so a particular type of document or information can be easily searched in the computer. Similarly, your computer systems may have different folders for different types of documents, aimed at easy search and retrieval. However, how many times has an employee accidentally deleted a folder or forgotten where a certain information has been stored. It may also happen that a document has been stored in the wrong folder, resulting in unnecessary search or recreation of the document. Document management software greatly reduces such errors by automating the entire data processing system.

A document management system can be programmed for automatic data capture to scan and store data in certain format and location. The data is indexed so it can be easily retrieved whenever required. Such a system usually has a document feeder that feeds paper documents into the scanner. The document scanner then captures required information and stores it on the computer in a systematic manner. This stored data can be easily backed up reducing the time wasted in searching or recreating deleted or lost information.

Both information and time is of great importance in the success of any organization. Document management software provides a combination of different solutions with the sole aim of leveraging the process of document creation and retrieval. Such a system helps provide accurate information in a timely manner, thus increases productivity and helps manage growth effectively.

Steve Breault “DocMeister”

Document management has evolved in the past few decades, from records being maintained on registers to the Relational Database Management System and document management software. Information technology has changed the way businesses function today. Most government organizations and industry sectors like engineering, construction, pharmaceutical, manufacturing and banks already have a document management system in place. However, in today’s business environment, every type of organization requires a document management system, no matter what its size or function.

Even if you own a small or mid-sized business, maintenance of different types of records and documents must be of utmost importance. If you are frequently facing problems such as loss of documents, misplaced reports or accidental deletion of records, you definitely require professional document management software. A document management system is not just a software with fancy features. It is a combination of different technologies brought together to provide a sophisticated and comprehensive document management solution. Some technologies used in electronic document management system are:

Automatic data capture or digital imaging: The digital imaging systems in the form of scanners, form recognition packages and character readers convert paper documents into digital documents. Such a system enables employees to capture, store, search, retrieve and share any type of document stored systematically in a digital format. Automatic data capture saves data in two formats, image or PDF which cannot be modified and text format which can be edited. Both formats may be required at some point in time. For example, image format is ideal for invoices coming from outside, as these will not be modified at any stage during processing and archival.

Workflow: Document management software with workflow systems are aimed at automating the business process. Such a system allows a business to define, manage and control the way information moves through various departments or processes. This enables a business to maintain strict quality control, improve customer service and concentrate on business objectives.

Optical storage: Storage in the form of an optical jukebox has become extremely popular in the recent years. It serves as a great option to online storage and enables storage of large volumes of data. So such a system works best for large volumes of video, images or audio files, say in real estate, medical or construction business.

Groupware systems: Groupware systems support more than two users performing the same set of tasks. Such a system provides an interface that can be shared with other users. Some features of groupware systems include bulletin boards, electronic schedulers and discussion databases, all of which can be incorporated into document management software.

Electronic publishing and sharing: Every type of data can be electronically published on a CD or DVD. Apart from this, data can also be shared or distributed via intranet or the World Wide Web through email.

Automatic data capture, storage, automatic indexing, version control, maintenance, security, automatic retention and deletion, are some of the basic features offered by document management software. The type or version of software you choose would depend on the type of business you have. If you have a small business, then document management software with basic functions such as metadata capture, security, version control and storage would suffice. However, for a mid-sized or large business, you may require additional functions such as automatic conversion, free-text search, large storage capacity, networking, and so on.

Apart from being compatible with your existing system of document management, the software you choose must enable you to follow government standards for electronic document management. For instance, public records such as company policy should be easily accessible, whereas confidential documents must have adequate security and access control. With the right type of document management solution you will certainly be able to take care of administrative, technical and legal requirements related to document management.

Steve Breault “DocMeister”

Records management has gained importance in the past few years, especially in view of regulatory compliance introduced by the government. Legal, financial and government organizations are always required to maintain proper records by virtue of their role and task, and have been known to be meticulous with information management. On the other hand, general recordkeeping with corporate and other private entities was not standardized, which is why regulatory norms such as HIPAA have been formulated. In view of this, document management software is something your organization will surely require at some point in time.

Computer systems and digital document management came as something that ‘can be’ used rather than ‘should be’ used. However, with the regulatory compliance issues, recordkeeping and information management requirements have changed. For instance, as per different regulations, any type of information should be accessible, classified appropriately and easily retrievable, whenever needed. Apart from this, no part of any information should be modified without prior permission or authorization. Some ways in which document management can help in recordkeeping are:

Capture records: Records may be in different formats such as documents, blueprints, audio files, photographs, databases and maps. The automatic data capture feature of document management software scans and registers a record using a unique ID along with the time and date when the document was added into the system. Along with this it also captures metadata details such as author, purpose of creation, source and so on.

Audit requirements: Companies are often required to maintain a record of flow of information through different departments. A digital document management system helps keep track of all the processes pertaining to a document. These may include creation, modification, updation, access and distribution of documents. For instance, at any point you can check who accessed which document and with whom was it shared.

Security and control: The main purpose of recordkeeping is that the information should be available whenever needed, making security a top priority. Apart from this, many establishments also look for solutions to problems such as loss of documents, accidental deletion and so on. With document management software you can monitor and control access to various records. For instance, you can have privacy settings such that documents are available on to those departments that need them, while others can only view and read them.

Automate retention and destruction of records: Not all records will be required for long term usage and some may be deleted after a certain period of time. With document management software you can automate the process of storing important records and deleting redundant ones. For instance, once a file has been converted into a new format, those in older formats will not be required anymore and can be deleted.

Store and preserve records: Risk management is one of the most important aspects of recordkeeping. With document management software you can easily backup all types of data for long term use. Apart from this, you can also migrate records to a newer system of hardware and software whenever needed, without loss of critical information.

Records are maintained by different establishments for various purposes ranging from administration and technical reporting to organizational policy. Most businesses require information management for functional purpose such as evidence of work done. A well-organized document management system will surely enable and support your organization’s vision and mission.

Steve Breault “DocMeister”

Document management is an integral part of the administrative system of any organization. Your business objectives or goals can never be reached successfully without a robust document management system. Besides automation, there are several benefits of installing document management software for your business. Higher level of security, better storage options and saving cost on material such as stationery, printers and filing cabinets, are some of them.

With almost every software company coming up with document management solutions, getting document management software that meets your needs can become a bit confusing. Automatic data capture, OMR processing, barcode reading, version control and auto filing of documents in Windows folders are some of the features offered by document management software. However, requirements would differ from business to business and you will have to evaluate your needs before purchasing a document management system. Some features that you must consider include:

Functions related to records management: The software should be able to regulate the creation, modification and maintenance of the digital records. Easy search and access are two of the most important features of a document management system that you must look for. The software should be able to search and retrieve records using keywords or names of files or other conventions such as ID number of files stored on the system. Apart from this, it should be able to file, store and update electronic records. It should also be able to track movement of records or files between different users. For instance, in case a report or policy file was shared or distributed among employees, the software should keep a record of users to whom the files were sent.

General functions: Though you must look for features specific to your business requirements, the document management software you choose should definitely have general functions. Software developers usually include Help files and Menu shortcuts so that the software is easy to use. Make sure that the software you choose is simple to learn and operate. For instance, the Menus and Commands of the software should be easy to understand and operate. Similarly, the error messages should be easy to follow and rectify.

Customization: Though automatic data capture always forms part of a document management system, you must look for software that can be modified to meet the specific requirements of your business. As such, the software must be customizable so that particular requirements pertaining to your business can be incorporated. For instance, following a naming convention for files or documents always makes it easy to search or file. This is can easily be implemented if the software is customizable.

Manage different file formats: As your business grows you will be using several file formats such as videos or audio files for presentations, PDF, text, images, and so on. Make sure you select software that supports all types of file formats. For instance, a relational database system can support only tabulated data. However, such a system will not be feasible when your records contain other file formats.

Performance: The document management software you choose should be compatible with your current computer system. However, if you are planning to change or upgrade to a higher version of the hardware, make sure the document management software you purchase is compatible with the new system. Also, in case you plan to upgrade the hardware system at a later stage, the software should be able to adapt to the new system.

Once you have selected software that meets your requirements, make sure it is tested with mock records and file formats before you make the purchase. This is because in case there is a problem, it is fixed before the software is installed for your entire office. This can be done either at the vendors’ place or by installing the trial version of the software on one of the computers in your office.

Automatic data capture will be one of the primary features of any document management system that you choose. Apart from this, an important point to consider is versions of software available, so you can simply upgrade to another version instead of purchasing a new software as the need arises.

Earlier advanced technology was probably used only in the medical or engineering fields. However, with several types of gadgets flooding the markets today, this is no longer the case. People need not even withdraw cash anymore. Online banking and online shopping with credit cards provides them instantaneous access to anything they wish to buy. Supermarkets have automated the billing system, thus reducing the waiting time for their customers. With your customers getting fast service almost everywhere else, this factor simply cannot be ignored by you.

Faster turnaround time: Document management software works by storing important documents in the digital format. These are stored in a systematic manner for easy search and retrieval. Once entered on the system, any type of information can be accessed and shared or distributed instantly. This way it’s much easier for your employees or subordinates to locate a file compared to searching a paper file in the filing cabinets, thus providing a faster turnaround time. Being stored systematically and easily searchable using certain keywords, there is no longer the hassle of a wrongly filed document.  

Easy recovery: What would happen if you lost a paper file containing invoices or other important document? Chances are you would search for a copy, if any, or would have to ask for copies of the documents from its originator. This point is completely eliminated with use of digital document management. Everything being saved in a digital format, the data can be easily backed up and retrieved whenever needed. 

Remote access: This again results in faster turnaround time, as employees need not physically go anywhere to get a document. A centralized document management system can be accessed remotely and documents shared when required.  

Security: Any data or document is much more secure in the digital format compared to paper files. Document management systems can be set with usernames and passwords so only those authorized to view them are able to access them. Apart from this, digital data can be backed up, thus data is available even if the original computer system breaks down. 

Streamline workflow: Most businesses handle several types of documents every day, which go through several departments, filed differently at each place. Document management system helps streamline the process of record keeping. Being centralized, employees would have to follow the naming conventions and filing rules of the software in order to save the document correctly. In fact, document management system is so efficient that it would not accept a wrongly named document.  

There are many other advantages of digital document management. Reduced use of paper, cost savings and customization are some of these. With the world moving at a fast pace, you need to adapt to newer ways of managing the office in order to keep up. This is also true in case of your clients, who expect superior service from you. A robust document management system can help you concentrate on customer service and your business objectives, rather than worrying about lost documents. It is truly the best way of ensuring success for your business and helping it achieve its goals.

Steve Breault

As a business entity your organization may be creating several types of documents including invoices, balance sheets, information brochures, payment reminders, spreadsheets, annual or monthly reports and so on. Even if you have a database management system it only helps in maintaining structured data such as short records in the form of customer ID, name, address, order number, and so on.

On the other hand, document management software uses automatic data capture and allows you to save your files in many types of formats. This includes unstructured data such as text, sound or video clips, images, spreadsheets, and so on, thus giving a wider platform for digitizing your current document management system. Document management software can be viewed as an automation tool used to facilitate smooth functioning of your business. When implemented correctly it can increase efficiency, streamline routine work, and analyze and retrieve data more quickly.

Some benefits that document management software offers over traditional filing systems include:

Consistency: A major part of document management for your small or mid-sized business is creation and storage of templates for different types of documents. However, in case there are several people collaborating and updating or reviewing the documents, then you would need a system that ensures consistency and efficiency. Automatic data capture feature of a document management system helps capture relevant data from document, as set by the user, and storing it in appropriate location on the computer. Once a folder has been set, all documents of one type, say invoices, are stored in that folder. This helps in maintaining consistency in storage and retrieval of specific documents. Same is the case with many other procedures carried out using the software.

Storage: This aspect of automatic data capture takes away a big burden of storage space and time involved in keeping paper documents in an organized manner. For instance, you may have a good filing system with an organized referencing style to store all your paper files. However, you can probably imagine the time consumed while looking for a file in case it’s not filed as per the referencing rules of your office.  An automated system works almost entirely without any manual intervention, thus tremendously reducing the scope of error while filing.

Retrieval: This is one of the major concerns of all types of businesses including small or mid-sized ones. Most organizations often complain about misplaced or lost documents, simply due to the quantity of documents being received and dispatched on a daily basis. The time lost in looking for documents is one of the major losses that small businesses face. Document management software completely eliminates the chances of loss of information as it uses a robust storage and retrieval system including backup. As almost all documents can be shared electronically, loss of paper file remains of no consequence any more.

Security: Securing a document management system is also a primary concern for small businesses. However, in an electronic system having access control through user names and passwords for employees at different levels, documents can be shared on need-to-know basis. For instance, monthly or yearly reports need not be seen by all employees and can be exclusively shared with higher management only.

Manual systems are fast becoming redundant in the face of growing user demands and higher expectations of clients, brought due to computerization of many systems. As your clients observe other organizations using electronic document management to facilitate faster service for them, they are bound to expect the same level of competence from your business as well. Considering this, installing document management system can help your business become more efficient and quickly comply with the needs of your clients. 

Information in any form is the lifeline of any organization, be it in the form of a database or detailed reports. No organization, whether private or government, can run successfully without a robust document management system. Electronic document management generally involves adding and maintaining electronic records in the form of database, reports, scanned documents, and so on. Document management software helps integrate all type of data on one platform and ensures that it is accessible at every level of an organization.

The statistics for United States alone are quite alarming. For instance, an average American employee is estimated to use about one sheet of paper every minute. Also, United States is the world’s largest producer as well as consumer of paper, with Japan running close behind. Paper has historically been the ideal medium to store all types of data including reports, memos, to-do lists, bills, policies, and so on. Though introduction of computerized systems was expected to see a fall in use of paper, the results were exactly opposite. This was because, with electronic data storage, came the ‘necessity’ of printing the data for distribution purposes or for backup.

Document management system is not merely saving information on a computerized system, but integrating it in a way that reduces requirement of printing information on paper. For instance, you may have to disseminate information such as new rules or company policies on regular basis. This would require you to take several prints for each employee or department of your organization. However, by simple use of document management software the same can easily be done electronically, saving millions of sheets of paper every year.

Similarly, routine tasks such as handing out memos and to-do lists can be easily done electronically instead of using paper. Also, you need not take a print every time you need to show a rough copy of a report for approval. Same can be sent electronically and final print taken when it has been accepted by your superior.

There are many such ways in which document management software can be used to reduce consumption of paper in your office. For instance, using automatic data capture, documents such as bills, invoices, brochures, and so on, can be simply scanned and stored in a digital format. These can now be accessed by anyone who needs them, thus saving loads of paper otherwise required to make copies of these documents. Since now the documents have been saved on a computerized system, you need not ask for a copy in case the original is lost.

Going paperless for your office may be just a good business decision for you; however, it is also the best way in which you can reduce use of paper documents in the office. Studies have shown that a cut of just about 10% of paper by businesses around the world can prevent emission of 1.6 million tons of greenhouse gases, which is equal to taking off more than 250,000 vehicles off the road. Imagine, a simple activity of reducing paper consumption in your office can really have a huge impact on saving the environment.

Steve Breault “DocMeister”

Data is one of the most important entities for any organization, be it government or a business. Everything from records of employees to transactions involving millions of dollars is dependent on efficient accounting. Also, hundreds and thousands of entries are laboriously made by typing on the keyboard, increasing the scope for errors. Considering this, one lapse in manual entry can have very serious consequences, emphasizing the need for automatic data capture system. A system in the form of document management software not only helps in maintaining data but also in retrieving it at the right time.
A simple issue like not being able to maintain a database correctly can be a big hindrance to expanding your business. For instance, it may not be possible for you to provide your services to more than a certain number of customers at a time simply because you don’t have a system to maintain those many records, orders and transactions. In such cases, software with the facility of automatic data capture can be a great tool to take your business to a new level.

The automatic data capture feature of document management software helps add records directly from the documents, without any manual intervention. It uses technologies such as bar codes, optical character recognition, smart cards and so on to record data for future use. For instance, a data imaging software scans and captures relevant information from a paper document and records it in a folder selected by the user. Basically anything that your office maintains in the forms of paper documents has the potential to be captured and maintained on a digital format.

Some benefits of document management software include:

Increased efficiency: Document management software is truly a time saver. The automatic data capture feature can save several hours otherwise spent in typing out data from paper documents. This also tremendously reduces the likelihood of errors and again the time spent in correcting them. As there is very less manual work involved, your employees can concentrate on the business objectives rather than putting their efforts on document management.

Increased ROI: As every document is saved digitally, document management system helps streamline the process of maintaining database. It also reduces the need for paper and consequently space required for their storage. These can have significant impact on investments made just for security and storage of such paper documents. Also, there is noticeable decrease in the amount of hours spent in searching and retrieval of documents, thus saving hours of business time.

Access control: Document management software can be setup in a way that it can only be accessed by authorized personnel, thus reducing the chances of loss of information. The data can also be shared on need-to-know basis.

Streamlined workflow: One important feature that matters most to organizations is consistency in processing. For instance, you may have certain document naming conventions or particular folders where each type of document is saved. There is always a chance of error when this is entered manually. However, once you have set this on document management software, you need not worry about whether the document will be saved in the correct folder or not, as everything is automated.

As you conduct meetings from time to time to monitor weekly or monthly progress and increase efficiency, you may have come across document management as a recurrent issue presented by your managers and other employees. There may be several problems ranging from accidental loss of data to hours spent in documenting records. Document management software is a great tool to automate your office and significantly reduce the time spent in manual documentation. It is one of the best means by which you can look to expand your business and help it grow exponentially.

Steve Breault “DocMeister”