The Three Key Features of a Document Management System

The Three Key Features of a Document Management System

Document management is an important aspect https://dataroomdb.info/document-management-on-the-horizon-navigating-the-virtual-frontier/ of any organization. This is where you create, store and distribute all of your documents outbound and manage the flow of information for your customers. A properly-run outbound document management process can enhance your customer service, and increase profits and sales. A poorly managed document system can lead to chaos, confusion and lost documents that could harm your reputation, cost you money, and may cause customers to leave.

Storage, capture and retrieval are the three primary characteristics of a software system for document management. This involves scanning paper into a digital format and adding indexing through hand entry and enterprise resource management (ERP) Integration with zonal optical characters (OCR) or barcoding, before dispersing the document to be used. An EDMS will facilitate collaboration within an organization through features such as tagging and categorization.

Central storage can safeguard your documents from errors and malicious intent by using access controls and version control. This ensures that the most current versions are always available and older versions can be archived quickly.

Outbound document management systems can be used to make sure that you are in compliance with external and internal regulations. Features like retention schedules, document classification and tagging, as well as automated workflows help your team comply with ISO 9001 Document Management Standards, FDA and GMP regulations or other requirements of regulatory compliance.