Why Document Management Software?

Why Document Management Software?

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.

Document management is how your organization stores, manages and tracks its electronic documents.

According to ISO 12651-2, a document is “recorded information or object which can be treated as a unit”. While this sounds a little complicated, it is quite simply what you have been using to create, distribute and use for years.

Document management is one of the precursor technologies to content management, and not all that long ago was available solely on a stand-alone basis like its imaging, workflow, and archiving brethren. It provides some of the most basic functionality to content management, imposing controls and management capabilities onto otherwise “dumb” documents. This makes it so that when you have documents and need to use them, you are able to do so. Some of the key features in document management include:

  • Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s
  • Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before
  • Roll-back, to “activate” a prior version in case of an error or premature release
  • Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system
  • Annotation and Stamps,

Document management eventually was subsumed into content management in no small measure because there is more information available to us today than ever before, and most of it is not being created by us.  Thanks to the mainstreaming of a whole range of sources like the Web, thumb drives, smartphones, etc., Document Management the need has accelerated to deal with information of all kinds: not just in terms of more media types like text vs. images vs. voice files, but also in terms of how structured – and thus how readily managed – it all is.


Document Management

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An Overview of Document Management System:

Documents are a part of any office life and document management itself can be a tedious job. Usually, when one thinks of a document management system, the first impression that comes to the mind first is that of an office without any paperwork. However, a document management system doesn’t promise to make your office paper free. Instead, it manages the documents in a particular way that makes the documents easily accessible, according to personal convenience. The information is stored in the desired form of media and therefore, refrains from wasting any additional time and space. The computer is the obvious device of choice when using the document management system.

Document management system software is widely available all over the world. Some of the terms to be familiar with which directly pertain to the document management system include the following:

These are the different terms and features that make up the document management system. Depending on these explanationsHealth Fitness Articles, one may choose the management system which addresses an individual business requirement the best. You can later search and implement the chosen document management system in your business to ensure maximum productivity.

Why Document Management Software?

Importance and Benefits of Using Document Management Services:

Many owners and managers of small and medium businesses think that the digital solution is document management for large corporations or companies of company size, when in fact, small businesses around the world have begun to implement software document management in their business operations because the costs have been dramatically less. It’s not as expensive as it used to be for you to manage your business document management now electronically and having to deal with fewer paper files, as your business to function optimally.


Reduced cost of managing paper while increasing employee productivity: Since time is more valuable in this era of modern business than ever, the integration of document management software company in the configuration of your business will help employees to do more in the least time possible and thus improve their ability to concentrate more on the tasks that matter most for growth and profitability of your business. Once that is achieved effectively in managing your business, you should save on costs of doing business, while also helping your business grow in a way that might be difficult to calculate.

All About Features of Newly Launched Salesforce Lightning:

As per the announcement done by Salesforce in its Winter 17 release, Salesforce Lightning is the future CRM of Salesforce, the company also assured that the new Salesforce Lightning platform will change the way the users were using Salesforce platform so far. This new featured Lightning platform of Salesforce will provide a new designing and development environment to its users. The company also assured that it will also make the Salesforce app development task easier and simpler by providing the easy development environment to its users.

However, Salesforce launched this new feature-rich platform for its users but also declared that Visualforce will also remain in existence. They have declared that Visualforce will not be outdated but no new feature will be added in Visualforce from now onwards. All the new features and releases will only be added to Lightning. The companies using Salesforce Classic must try to migrate to Salesforce Lightning and the Salesforce Developers must also develop the apps for Salesforce Lightning from now onwards.

List of Salesforce Lightning Features

A number of new features are added in the new Salesforce Lightning version, including Skype Call, Merge of Duplicate Leads, Quotes to opportunities, Kanban view, and updated navigation. Apart from these basic features Salesforce also added a few new features into Salesforce Lightning like customization of Sales paths and Sales charts, through which salespeople can easily manage and move the sales operation or sales deal easily. Through Sales paths, they can also track any lead and check its progress, opportunity and contact the customers right from their dashboard without leaving their personal account. Through this new Salesforce Lightning, the designers can easily design a new customized interface using drag and drop feature.

A few of the newly launched Salesforce Features are:

  • 1) App Launcher and new apps
  • 2) Easy Navigational menu
  • 3) Multiple record creation facility
  • 4) Option to save the records
  • 5) Through Lightning help up to field level
  • 6) Reply to the email just from the Salesforce
  • 7) Product Addition to scheduling
  • 8) Merging of identification of the duplicate lead
  • 9) Quotes addition to opportunities
  • 10) Skype Calling and chat
  • 11) Subscription of report
  • 12) Manage and track the campaigns, leads, and contracts
  • 13) Voice Calling
  • 14) Pop up messages now actionable

Document Management – A Key Component Of CRM:

CRM (customer relationship management) solutions promise a complete picture of your customers. But, can a CRM solution without document management really deliver?

Every company is engaged in an ongoing fight to retain current customers and obtain new ones. Of course, superior service is one of the keys to accomplishing both of these objectives. Superior service, however, is often the result of superior technology. For this reason, vendors that provide CRM (customer relationship management) solutions have been busy. CRM solutions promise users the ability to know more about their customers and, ultimately, how to serve them better. But, are companies that have implemented CRM solutions seeing a complete picture of their customers? In the case of IMR, an imaging and document management software developer, the answer was no.

The company installed a leading CRM solution and realized what many users are also finding out. “The CRM system does a fabulous job at handling SQL (structured) data. These are items such as customer names, addresses, order numbers, contacts, and support incidents,” explains Dave Horan, director, relationship management at IMR (Englewood, CO). “However, the system really lacked the ability to handle unstructured data such as Word files, Excel files, and scanned documents. To have a complete view of a customer, you have to be able to access structured and unstructured data.”

The Need For Document Management In CRM
A common business process at IMR, and at most companies, can demonstrate the shortcomings of a CRM solution that doesn’t handle unstructured data. IMR requires that a hard copy of a PO (purchase order) is filed for every sale. These POs are usually received by fax and filed by a sales rep. Customers that question an order call their respective reps. The reps use the CRM system to view the order information from their desktops. However, the order information is manually entered and may not be consistent with the data on the PO. “Our reps have to search through file cabinets to find the POs. They can then compare them to what our customers are looking at,” says Horan. “That takes time and also reduces the quality of service that we want to offer.”

Being an imaging and document management software developer, IMR took matters into its own hands. The company built a document repository that sits next to its CRM SQL database. A button for associated documents was added to the CRM interface. Voila, reps now have access to SQL data and unstructured data at their desktops.

CRM Solutions Must Incorporate Unstructured Data:

IMR and its competitors have since developed solutions that enhance the offerings of CRM systems. Horan says that CRM is a valuable part of businesses today, and it’s natural to want to extend CRM systems’ capabilities. “Most importantly, companies are getting a complete picture of their customers when they are viewing unstructured data as well as structured data. All of this data can be accessed through the CRM interface. By using only one interface, training costs are greatly reduced, and productivity is also increased,” says Horan.

A critical step in implementing a CRM solution is to evaluate all of the processes within a company. During this evaluation, a company will realize that documents play an important role in some of those processes. A quick look at the financial department of any company will verify the previous statement to be true. Once a company pinpoints critical documents, it has to figure out how its new CRM system will handle them – if at all. It’s at this point that the company will realize the importance of integrating a document management solution with its chosen CRM system.