In an average, 80% of corporate information is stored in documents. A growing need for greater efficiencies in handling these in order to gain an edge on competition has fueled the rapid development of the document management systems (DMS) in the last few years.

DMS is a computer system or a set of computer programs used to track and store electronic documents and images of paper documents. It commonly provides storage, versioning, metadata, security as well as indexing and retrieval capabilities. It allows organizations to exert greater control over production, storage, and distribution of documents, thus yielding greater efficiencies in the ability to re-use information, to control a document through a workflow process and to reduce product cycle times.

Trends in DMS
With most organizations and enterprises worldwide now using the Internet to share and communicate important knowledge across enterprises, there is a tangible need for an enterprise-wide DMS solution as opposed to a single location data digitizing solution. Enterprises have also realized that to be effective and efficient as a knowledge sharing and information gathering solution, DMS should ideally be dovetailed with or be a part of an efficient business process automation solution.

The trends in DMS are toward integration, control and managing within the scope of control. Built on the flexible principles of service oriented architecture, DMS has begun to evolve as an enterprise-wide shared service. It also has the ability to integrate seamlessly with other enterprise applications like ERP, CRM, and accounting packages.

DMS and Workflow
DMS is an integral part of the Workflow. The first part includes converting the hardcopy document to digital, and archiving so that it can be retrieved when required. The second part, that of moving the document within the organization electronically instead of a hardcopy, is workflow.

At a functional level, workflow management needs to address the imaging of process and organization structures; incorporation of data processing tools and documents; parallel and sequential processing of procedures including simultaneous saving; reminders, deadlines, delegation and other administrative functionalities; monitoring and documentation of process status, routing and outcomes; and lastly, tools for designing and displaying process.

Whos Using?
Large corporations are beginning to move to a paperless environment with imaging after realizing that the costs were decreased due to information being more readily available. Small businesses have now followed suit. Also with a global economy, enterprises are now being pushed to use technology to the fullest to streamline transactional interactions.

Very recently, compliance needs have forced companies to keep a track of information flow and that has resulted in their opting for enterprise content management solutions in a major way and document management systems are increasingly getting integrated into that.

Stuti Das
stutid@cybermedia.co.in

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