Document Management

The 5 "w's" Of Document Management Systems

Document management systems are one of the most popular types of computer programs currently utilized in modern business and manufacturing environments. In an era often termed the "Information Age," a document management system provides much needed control over an ever-expanding array of data, words, spreadsheets and statistics.

1) What are Document Management Systems?
Document management systems are simply computer programs (i.e, software) that manage and control documentation. "Documentation," though defined somewhat differently by separate program developers, often refers to any file type (including spreadsheets, presentation files and even graphics). Document management systems are essentially information controllers, information storage keepers, information protectors-- and finally--portals for communication between individuals and entire organizations. These last communicative features are an especially valuable characteristic of many document management computer programs as they allow the rapid segue of recorded information to be controlled and organized from virtually anywhere across the globe.

2) Who Uses Document Management Systems?
As hinted earlier, all types of businesses and manufacturing environments utilize document management systems. Legal and medical offices use the technology to improve customer service and to comply with HIPAA regulations. Hospitals utilize the technology to comply with JCAHO standards and automotive manufacturing environments utilize the technology to manage APQP and PPAP related documentation. Don't forget pharmaceutical, aerospace, biologics or biotechnology companies. All of these companies are becoming increasingly automated and increasingly more adept at managing their document management systems.

3) What Are Document Management Systems Used For?
Document management systems are used for a variety of functions. Primary functions include the creation of a collaborative virtual environment where users from around the world can collaborate together as essential documentation is created and edited simultaneously. This feature is often improved with another feature: version control. Version control provides the necessary functionality that automates the tracking of documentation and the tracking of subsequent changes as a document is routed to multiple users. Version control often makes use of meta-data for the creation of audit trails and for quick search and retrieval of all documentation. Document management systems are also commonly used to trigger escalations for high-priority products or to trigger training tasks related to various document updates, etc. A document management system also acts as the classic—yet virtual—documentation vaults, protecting essential records from both virtual and physical dangers.

4) Why Use Document Management Systems?
Companies that are not currently using document management systems might consider the following rationale for DMS implementation within their own business environment.

• Save Money – Document management systems often pay for themselves in 6 months to a year
• Greater Efficiencies – Document management systems eliminate the need for most paper-based copies and eliminate the need of manual office-to-office routing, escalations and the pains of manual document collaboration endeavors
• Compliance – If your company needs to comply with government regulations or wants to become accredited with specific national or international standards, a document management system is often the tool that helps obtain and maintain compliance or accreditation
• Peace of Mind – Legally, for most industries, it's simply best-practice to maintain and protect sensitive documentation

5) When Did Document Management Systems Become Popular?
Document management systems have become more popular with the every-advancing popularity of the Internet and increasing opportunity for inexpensive forms of online communication and online business conglomerates. Document management systems have also become more popular as faith in the protective powers of well-built computer software broadens and the need to comply with increasing national and international regulations and standards increases almost daily.

How Do Companies Utilize Their Document Management Systems Creatively?
Many companies often think of document management systems as "stiff" systems with little flexibility or no creative "impulse." In today's world of increasingly flexible computer programming users should demand more from their document management systems. Whether a company desires an off-the-shelf (compatible) model, a fully configurable model or something in between, users need to demand functionality that can be utilized creatively. Document management systems that can automate training and be integrated with a company's ERP, CRM, MES and/or PDM applications manifest true creativity in the every-changing evolution of document management systems.

Marci Crane is the Lifeline Publications Editor for MasterControl, Inc. in Salt Lake City, UT. To learn more about document management systems for modern business and manufacturing environments, please feel free to contact a MasterControl representative.

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About the Author

Marci Crane is the Lifeline Publications Editor for MasterControl, Inc. in Salt Lake City, UT. To learn more about document management systems for modern business and manufacturing environments, please feel free to contact a MasterControl representative.

 

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Document Management System (Dms): High-Impact Strategies - What You Need to Know: Definitions, Adoptions, Impact, Benefits, Maturi $49.69 A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems. This book is your ultimate resource for Document Management System (DMS). Here you will find the most up-to-date information, analysis, background and everything you need to know. In easy to read chapters, with extensive references and links to get you to know all there is to know about Document Management System (DMS) right away, covering: Document management system, Adsdoc, Advanced Business Solutions, Advanced Processing & Imaging, Agorum core, Aiki Framework, Alfresco (software), Archivista, Arxivar, Benubird PDF, CBKSoft, ContractExpress, Copyvault, Cygnet ECM, Datacap, DocSTAR, Documentum, DocuWare, Drop.io, E-bible, CDiscovery, Enprovia, Ever Team, FileDirector, GNU Enterprise, GroveSite, Hyland Software, Image-x, Integrated document management, Jumper 2.0, Knowledge Plaza, KnowledgeTree, Kofax, Legal coding, LogicalDOC, Magnolia (CMS), Main//Pyrus DMS, MES Hybrid Document Systems, Microsoft SharePoint, Nuxeo, O3spaces, ODMA, Open-Xchange, OpenKM, OPIDIS, OrfeoGPL, ProArc, Professional Systems Associates, ProjectSpaces, Qiqqa, ShareMethods, Technical data management system, Tryton, Version One Ltd, WorkSite, Xerox DocuShare This book explains in-depth the real drivers and workings of Document Management System (DMS). It reduces the risk of your technology, time and resources investment decisions by enabling you to compare your understanding of Document Management System (DMS) with the objectivity of experienced professionals.

Canon ImageFORMULA DR-9050C - Document Scanner. Each $7679.04 Manufacturer: Canon. Each. The imageFORMULA DR-9050C production scanner delivers true high speed scanning, capable of providing enterprises with reliable, high quality images, and flexible scanning solutions to enhance their document management systems.Ph

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Document Management System: Microsoft Sharepoint, Drop.IO, Coa Solutions Ltd, Jumper 2.0, Documentum, Xerox Docushare, Version One $24.79 Please note that the content of this book primarily consists of articles available from Wikipedia or other free sources online. Pages: 100. Not illustrated. Chapters: Microsoft Sharepoint, Drop.io, Coa Solutions Ltd, Jumper 2.0, Documentum, Xerox Docushare, Version One Ltd, O3spaces, Cbksoft, Sharemethods, Filedirector, Mst Viewer, Advanced Processing & Imaging, Mes Hybrid Document Systems, Archivista, Docuware, Opidis, Projectspaces, Integrated Document Management, Copyvault. Excerpt: A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems. In the broadest sense, document management systems can range from a shoebox all the way to an enterprise content management system. There are several common issues that are involved in managing documents, whether the system is an informal, ad-hoc, paper-based method for one person or if it is a formal, structured, computer-enhanced system for many people across multiple offices. Most methods for managing documents address the following areas: Beginning in the 1980s, a number of vendors began developing systems to manage paper-based documents. These systems managed paper documents, which included not only printed and published documents, but also photos, prints, etc. Later, a second style of system was developed, to manage electronic documents, i.e., all those documents, or files, created on computers, and often stored on local user file systems. The earliest electronic document management (EDM) systems were either developed to manage proprietary file types, or a limited number of file formats. Many of these systems were later referred to as document imaging sy...

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