Document management systems have matured from a basic archival and retrieval system to a complete information management solution. With technological advances, we have available to us the tools to properly manage paper documents and electronic files. You can store and index voice recordings, faxes, videos, pictures, drawings, computer output, and many other types of paper and electronic files. Workflow is now handled electronically rather than manually. Information can also be extracted from word processing software to populated fields in databases. You can store, catalog, and redistribute information via fax, email, internet or print it to paper or CD to share with one individual or the masses at a fraction of the cost.

Document management helps companies be more efficient with time, which will save money. Document management systems can:

 

1. capture, index, retrieve, edit, annotate and distribute paper, electronic documents and images

2. link other software to your document management system for a customized solution

3. distribute large amounts of information in a wide range of formats

 

Document management is a way to easily manage your paper files electronically and create more office space as well as saving time instead of spending precious minutes trying to find that paper document. Paper documents are scanned in and made into an image file and filed electronically onto a computer storage hardware. You can easily retrieve, annotate, index and archive these files.

Your documents are captured via scanning or electronic transfer.

By entering the index data or by doing a query based upon how you have the items indexed.

Yes. You can send these documents via email, fax, print, or share via internet/intranet access.

Optical character recognition is a technology where typed or printed documents can be scanned as an electronic image. The characters can be recognized from the image and translated into a text format.

When a document management system is initially implemented, there is usually a lot of existing documents and information. The scanning of these old documents or converting of data from one format to a format accepted by the new document management system so they can be stored and retrieved electronically is called backfile conversion.