Hot Technologies: Document Management: Not Just Clutter Control

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