Document Management Systems
Document Management Systems TrustMap
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What are Document Management Systems?
Document Management Systems (DMS) provide enterprises with the capability to digitally capture and convert documents and files. Features of document management software may also extend to document storage, search and retrieval, and sharing. DMS reduces enterprise dependence upon space-consuming document printing hardware, printed paper, and file drawers.
Document management systems share featural overlap with Enterprise Content Management (ECM) or Digital Asset Management (DAM) platforms. However, document capture and manipulation is central to document management. This includes imaging, file type conversion, versioning, and metadata management, with document editing and access controls. An alternate approach to document management is to include templated document generation as a feature. This way paper document generation and sharing is not needed to begin with. These DMS often provide contract lifecycle management, and electronic signature as well.
Features of Document Management Systems
Document management systems provide the following feature set:
Imaging, mobile image capture
File type conversion
Document sharing & collaboration
Automated backup, archiving (i.e. integration)
Document publishing, public sharing
Policy-driven access and controls
Graphic-based object editing, manipulation
.pdf editing, fields
Customizable search, content location
Templates, electronic document builder
Document Management Systems Comparison
To more easily compare Document Management Systems consider evaluating different options based on these factors:
More feature complete document management systems are generally offered on a cloud-based, software-as-a-service model and are available by subscription. 30-day free trials of document management systems are common. The most common pricing variable is the number of licensed users. Plans may also be priced according to the volume of contracts processed and managed. Some vendors offer perpetual licensing for simple document management products (e.g. .pdf editors, converters, etc). Also, ECM vendors may supply all the features required for document management as modules for their platforms.
SearchExpress Document Management SearchExpress lets users index, workflow, search and manage paper documents as well as digital documents, which the vendor says can help save time and money. SearchExpress is integrated with the user's ERP systems to read data from and view documents…
IntelliEnterprise is an Intranet Software Suite for managing content and processes. It lets organizations manage and efficiently distribute relevant content, offers integrated security, customizable applications and workflows for process automation, social tools to connect employees…
Enterprise Explorer is designed to offer a simple and intuitive way for professional business process modeling on Microsoft platforms. Enterprise Explorer transforms an individual Visio® workplace into a powerful multi-user platform operating on a basis of centralized process repository,…
HelpSystems Webdocs Document Management is designed to allow users to manage documents and data with a complete, integrated electronic document management system (EDMS). The vendor’s value proposition is that their solution enables organizations to: •Go paperless with document…
Dynamic Web TWAIN is a browser-based document scanning SDK for web applications. Developers can use the SDK to easily and quickly create a cross-browser cross-platform application to scan documents from TWAIN, SANE or ICA compatible scanners, edit the images online and save them…
OnBoard is a board management software and virtual meeting system. The vendor says it has been engineered to drive good governance and improve meeting outcomes by featuring tools designed for directors so that they can focus on strategy during meetings, and make them working sessions…
Synergize is a robust document management software designed for the trucking sector, enabling businesses in this particular field to manage, organize, and access their critical documents with ease and efficiency. With Synergize, users are able to capture, store, and distribute documents…
Centreviews is a web-based, end-to-end solution for accounts payable, accounts receivable, and document management, that has been mobile optimized and integrates with existing systems. The Payables Solution automates PO matching, duplicate checking, GL coding, workflow routing, invoice…
Dynamsoft Camera SDK iOS Edition is a programming API for document imaging. It delivers a set of features to address app developer needs for mobile image processing. The SDK provides a built-in ability to capture a document from an iPhone. It then also provides document boundary…
PDFTables is made by The Sensible Code Company, based in London. PDFTables focus is converting tables accurately from PDF documents to XLSX, CSV or XML. The tool also converts the text around the tables. PDFTables is available as a web service, via API or as an On-Premises Enterprise…
Frequently Asked Questions
Version control enables simultaneous work within a single document. Users may edit files then choose how to share those changes. Thus, temporary or partial edits are not damaging to a document's overall integrity. Leveraging version control allows access to files independently from particular hardware, so work can all be integrated into the version history regardless of the source or user involved. In most cases, edits to files can be combined.
If users make conflicting edits to the same line in a file, the version control system requests human assistance for a final decision. A clear advantage of version control is accessing a view to the historical development of documents, which effectively is insurance against computer crashes or data loss. Mistakes can be rolled back, bug reports can be reproduced, and audits of alterations can be executed.
This type of specialist is employed for supervision of workflows related to documents and records. Some of their responsibilities may include creating new policies and procedures that deal with document storage, sharing, and destruction. They may evaluate existing management procedures in order to assess how effective they are, then update accordingly, or perhaps even starting from scratch on new systems.
These professionals need to be knowledgeable about laws regarding document management to ensure an organization is in compliance. They act as support for problems as they arise in DMS implementation, and may be involved in troubleshooting user issues. As such, software and computing literacy is desirable. It is important for specialists to have a strong organizational ability, analytical thinking skills, sharp writing and reading comprehension, a knack for problem-solving, and a solid foundation for interpersonal communication. Some of these professionals may also take on management roles, in which case administrative abilities would benefit.