10 key components of a document management system ppt
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A Document Management System (DMS) enables businesses to go paperless by digitally storing and managing documents. Key components of an effective DMS include indexing, integration, metadata, storage, workflow automation, collaboration, and versioning. Greenbox stands out in the market with its user-friendly, web-based platform that offers advanced security controls, unlimited storage options, and excellent customer service at an attractive price point.
10 key components of a document management system ppt
- 1. 10 Key Components of a Document Management System https://Greenbox.discus.solutions websales@discus.solutions +91 7043 099 404 DMS
- 2. SYNOPSIS ❖ What is Document Management System? ❖ Why Document Management System? ❖ What are the most important components of the Document Management system? ❖ Why a quick deployable DMS like the Greenbox is the need of an hour?
- 3. What is Document Management System? ● Document Management System is a software that enables an enterprise into becoming a paperless system and transforming its physical information into a digital repository. ● The system helps in storing, tracking, retrieving and managing documents while having centralized access.
- 4. Why Document Management System? ● DMS provides flexibility to the business process, making the structure of the business independent. ● Document Management System provides functionality directly to other applications, enabling users to retrieve data, make changes and save it back to the central repository. ● The transparent nature of the software provides a clear flow of the operations letting concerned people in the organization know of their routine tasks. ● Needless to say that the utility tool makes the operation within the company time and cost-efficient. ● However, choosing or selecting the right DMS is a task that needs a fair bit of research.
- 5. What are the most important components of the DMS? ● Indexing : Document indexing directs the user to a specific file or a document in case he wants to track or retrieve them. ● Integration : DMS integration becomes easy with any third-party solutions that are used regularly as essential business elements. ● Metadata : Metadata is basically data that provides information about other data. In order to track or retrieve data, DMS extracts the metadata from the document. ● Storage : Storage is a repository that stores electronic documents. ● Workflow : Workflow automation releases the burden of the manual process and digitizes everything. Take a look at five widely-used workflow automation in enterprises. ● Collaboration : It allows multiple users to view, store, retrieve, share and edit the document. ● Versioning : The process allows users to retrieve older versions of the document and continue working from a central system.
- 6. Greenbox - a standout document management system Users are generally bumped with so many questions about the document in need that they tend to lose concentration and end up mismanaging their valuable time in an attempt to find solutions to all their document-related problems. Now that we’ve realized how important it is to streamline all the necessary documentation in a way that they provide easy flow of data within the organization, let us shed some light on Greenbox - a standout document management system studded with a host of top-notch utility features.
- 7. Web-based platform The application is a web-based platform with a user-friendly interface that allows the user access to a variety of features like unlimited folders and subfolders, universal content search, Solr OCR/text search inside an image, document versioning and restoration, granular access control and advanced document control feature.
- 8. Organized digital documentation ● Manual efforts are insufficient in organizing the documents and managing the flow of data. ● Greenbox manages the documents intelligently by assorting the data categorically on the basis of priority. ● The DMS stores the data in the central repository which can be found or retrieved on the basis of metadata search, file search, text search or OCR i.e. Optical Character Recognition.
- 9. Security control ● One of the most critical features the Greenbox provides is data security. ● With data encryption, the complete safety of the document is guaranteed. ● Other security features include permission-based access control, document activity log, file locking, reset account access and data compression and encryption.
- 10. Why a quick deployable DMS like the Greenbox is the need of an hour? ● Greenbox is a properly structured and easy-to-execute software that is designed to simplify the otherwise complicated operations. ● It lets you configure workflows in accordance with your plan of action. ● Few of Greenbox’s most notable feature is its impeccable customer service management, smart handling of metadata and its attractive price bracket. ● With so many features against such an attractive price, it’s time we switch to Greenbox: our one-stop tool that manages every document-related task.
- 11. Greenbox Overview Core Features ● Web-based platform ● Unlimited folders & subfolders ● Universal content search ● Solr OCR/ Text search inside an image ● Document versioning & restore ● All file format supported ● Multi site capabilities ● Granular Access Control ● Advanced document control features Security Controls ● Permission-based access controls ● Document activity logs ● File locking ● Reset account access ● Disable download, print & external share ● Restrict Document edit, rename & copy ● Data compression & encryption
- 12. Greenbox Overview Core Features ● Web-based platform ● Unlimited folders & subfolders ● Universal content search ● Solr OCR/ Text search inside an image ● Document versioning & restore ● All file format supported ● Multi site capabilities ● Granular Access Control ● Advanced document control features Security Controls ● Permission-based access controls ● Document activity logs ● File locking ● Reset account access ● Disable download, print & external share ● Restrict Document edit, rename & copy ● Data compression & encryption
- 13. Greenbox Overview Collaboration Controls ● Team Folders ● Internal sharing with an expiry ● External file sharing ● File event tracking ● Commenting ● Page-Level Permissions ● Reminders for Team Productivity Controls ● Bulk Upload/ Download at one time ● Split PDFs ● Merge Files ● Indexing by tags, labels & hashtags ● Detect duplicate documents ● Document Printing
- 14. Greenbox Overview Admin Controls ● Admin console ● Invite User ● Managed Company Groups ● Managed System Roles ● User management Search Feature ● Text based search ● File based search ● Metadata search ● OCR/Text search
- 15. Reference Links 1. https://blog.discus.solutions/articles/10-key-components-of-a-document-management-system 2. https://discus.solutions/document-management-system 3. Android App 4. iOS App
- 16. THANK YOU https://kriya.discus.solutions websales@discus.solutions +91 7043 099 404Contact Sales :