Document Management Software

Document Management Software is crucial for businesses that rely on fast access to their records. A comprehensive document management solution often combines scanning, storage, management, and retrieval. Whether they're accessing service records or medical claims, those businesses that live and die upon the fast retrieval of files have found their document management systems to be absolutely essential.

Document management systems use automatic document feeder-equipped scanners to quickly digitize stacks of records. With an automatic document feeder, a scanner can scan page after page without operator intervention--at speeds up to 100 pages per minute (depending upon the scanner). High-volume document management software systems are capable of using multiple scanners simultaneously.

Once the documents are scanned, they can be stored on a variety of media. High speed hard drives and RAIDs are among the most common document management storage options. Some shops depend on CD jukeboxes, while others are moving towards DVD storage. As DVD burner and associated costs have dropped, they've become an attractive option.

Scanned documents can be stored as images or as text. Advanced document management systems use optical character recognition (OCR) to convert the images into text. Once the text is OCRed, it can be indexed based upon the all the text within a document or by keywords within the text. Standardized documents can be indexed based upon specific fields within the document.

Features in a good document management software:

•  Document Version Control

•  Custom Document Profiling And Indexing

•  Compound Document Support

•  Document Naming Convention Support

•  Document Subscriptions And Notifications

•  Full-Text Search And Metadata Search Tools

•  it provide quick Integration With Scanning Software

•  Accessible Over The Internet, WAN or LAN

•  Low Startup Costs

•  Easy To Setup, Administer And Support

Benefits of Document Management Software:

(1) it address a wide range of information management requirements and applications

(2) it increases operational efficiency by extending access to documents, data and business processes to a wide range of internal and external users.

(3) it supports regulatory compliance by ensuring proper management of critical documents. The system's audit trail capabilities can track all interactions that occur over time.

(4) it save time lost filing and retrieving documents

(5) it minimize space used for document storage

(6) it create a centralized repository of all your documents

(7) it convert paper documents into electronic form by scanning

(8) Quickly find the document you need.

(9) it secure your documents and control access to them.