Benefits of Document management system
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The document outlines the benefits and processes of using a Document Management System (DMS), emphasizing easy access to documents, reduced storage needs, and enhanced disaster recovery. It describes the steps involved in document management, from collection to digitization, and highlights applications across various sectors such as healthcare, banking, and education. Overall, the DMS aims to increase productivity, facilitate collaboration, and promote a paperless environment.
Benefits of Document management system
- 1. Use of Document Management System
- 2. Why Document Management System Software ? Need Process Benefits
- 3. Why Do We Need Document Management System ? Easy and Quicker access to document Reduced need of storage space Faster recovery of document in case of disaster Easy to maintain and customize documents Create healthy, green environment – due to reduced paper use
- 4. Process of Document Management System 1 • INWARD 2 • PRE-SCANNING 3 • SCANNING 4 • QUALITY CHECK 5 • INDEXING & TAGGING 6 • DATA ENTRY 7 • STORAGE 8 • OUTWARD
- 5. INWARD : Collection of documents from source PRE-SCANNING : SCANNING: QUALITY CONTROL: Cleaning and numbering of pages from file Scanning of documents using different type of scanner. Process of cleaning scanned documents.
- 6. INDEXING AND TAGGING: Software used to ease the search of files DATA ENTRY: STORAGE: OUTWARD: Describe the documents according to the type Uploading the digitized documents in the server in different type of format like PDF,JPG,PND & TIFF Arranging the documents in the original manner before handing them over to the source
- 7. Benefits of Document Management System Access to the requirement information at the right place and right time. Reduce time required for information search and hence cuts the direct and indirect cost Increase office space and reduce cluster e.g. Paperless Office Enable selective access to documents for highly sensitive and complex document structure. Easy to use Interface and Increase Productivity Share and Collaborate easily.
- 8. Domains That Use Document Management System DMS Private/CorporateHospitals Banks Universities/Educati on Institutes Municipal Corporation Defense and Navy Post Office Cantonment Board
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