Document management System

Documents are predominantly in electronic form in this Information age. There is an inevitable need to control documents from creation to disposition in this highly competitive environment and with highest level of security. Loads and loads of documents are vital part of running any form of business. Even a small piece of document is important and must be house kept for several years. This results in complex, expensive, in-effective, storage, archival, retrieval problems. In addition to this, documents are predominantly in electronic form in this Information age. There is an inevitable need to control documents from creation to disposition in this highly competitive environment and with highest level of security.

Benefits

  • Significant cost saving by less storage space, money, document retrieval time by converting all of your paper files to digital format
  • DMS can help you to prevent photocopying of documents or having duplicate file copies in their local system by users. This would result in cost prevention on photocopying supplies, time wastage and resource wastages
  • DMS can help you to standardize your business and document process to meet compliance requirements of certifications such as ISO, 6-Sigma or other such audit requirements
  • DMS can help you to improvise downstream efficiencies and provide process transparency.
  • With an organised document management system you can reduce human errors and deviations by bringing consistency in process quality which results in process dependent organisation than people dependent organisation.
  • Increased perception of staff in their ability to solve questions and tasks and a general ‘feel good’ factor
  • Increase your competitiveness by having control over your organisation communication process and have a definite edge over your competition
  • Extensive report generation opportunities which helps management to improvise their decision making skills

Features

  • Architect as Windows based application using microsoft.net and work with any ODBC compliant databases such as MS SQL Server, MYSQL or Oracle
  • Application can be implemented either as single user mode or multi-user mode
  • User can create document repository by following means:
    • Scan documents directly from the scanner
    • Add office documents such as word, excel, PowerPoint & pdf file
    • Create documents by reading mails directly from the mail server
    • Add miscellaneous files into the system
    • Create content using WYSIWYG Editor
  • In-Built document viewer for viewing Office documents, PDF documents, image documents, mail documents and AutoCAD documents
  • DMS can be implemented either as single location mode or in multi-location mode. In multi-location mode, user can upload the documents to a centralised server through FTP.
  • User can create their own set of indexing fields for each department separately
  • Document Read access permission can be classified under
    • General Public Level
    • Organisational Level
    • Department Level
    • Individual person level
    • Create content using WYSIWYG Editor
  • Document Write access permission can be classified under
    • Department Level
    • Individual person level
  • Option for administrator to encrypt documents in the server for better document security
  • Our DMS allows authorised users to Check-in and Check-out documents as they update it. Users are guaranteed to view the latest version of the document when they browse or search for it and if they desire, they can view the old version from the history page of the document.
  • Comprehensive ” search “mechanism to search for documents, document metadata and index fields as well as binary search for documents
  • DMS can be catered for browser based search mechanism for wider reach of audience
  • Extensive document audit trial – Management can know who viewed, modified and performed operations on documents
  • DMS can be customized to cater for Full-text OCR to read data and store it to database automatically

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