Use of Document Management System

Why Document Management System Software ? Need Process Benefits

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

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

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.

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

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.

Domains That Use Document Management System DMS Private/Corporate Hospitals Banks Universities/Educati on Institutes Municipal Corporation Defense and Navy Post Office Cantonment Board

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