Document management solutions are commonly used for paper management, document imaging and record management. There are many document management software and systems in the market which can scan, identify text and sort documents efficiently. Depending on the organizational requirements, there are differences that should be considered in terms of flexibility.
Printed documents such as papers, contracts, books, forms and similar materials are still fairly common. However, due to advancements in technology, documents are now being managed through digitalized management systems. A document management system (DMS) is a dedicated system that can be used to store, track and efficiently retrieve electronic documents.
These days, companies are promoting paperless transactions, as it is cost efficient and easily manageable. The system also helps us protect our ecosystem by using less paper. There are various digital management systems in the market which offer a variety of convenient features to suit the requirements of small to large businesses.
The type of digital management system needed can vary from organization to organization as all businesses have different needs. Such management systems can be used for both business process management and paper management. A majority of high-end DMS have workflow management tools that can be used to streamline day-to-day operations.
- OCR Scanners. Optical Character Recognition (OCR) scanners are a good option if you want your business to go ‘paperless’. The transition between printed documents and electronic data management can be tedious. A business would first need to scan all the documents – imagine searching through hundreds of files for a specific document. This is where an OCR can help as this smart technology can identify words and characters from an image file, thereby making it easier to search, copy and convert image files to word documents. In electronic data management systems, you can easily access documents on demand. This is why OCR scanners play an important role during conversions and database search. These days, most official correspondence is electronic and can include image and PDF files. Transforming these files into word documents for editing purposes is a convenient feature and can be very useful for businesses.
- Cost Advantage. Printing paper can be very costly for businesses with daily printing requirements. A medium to large business would spend thousands of dollars on paper annually, which can be easily avoided. Switching to a reliable electronic data management system would boost the company’s efficiency and reduce operational costs. An electronic data management system can also eliminate the need for storage space as important documents can be saved on a single hard drive.
Contact Document Strategies today, and one of our professionals will help you find the right document management system for your Atlanta-area business.