Document Management System

Document Management System #DigitalIndia

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.

Product Description:

When it comes to choosing a partner for document management outsourcing, ABSTech Services Pvt Ltd. would be an excellent choice. We are the ground zero for Document Management Services. We transform paper documents to electronic documents thereby simplifying your business processes. The process of scanning and converting paper documents to digital images is referred to as the Electronic Documentation.

The scanned paper to electronic documents is managed as images files, web file, portable documents, office utility files etc. Electronic documents can be easily stored, organized, managed and retrieved in the business groove.

Document Scanning and Conversion:
  • Our scanning process ensures that you get the best results each and every time. We use modern and high speed scanning machines which ensure the job gets done on time and are accurate. We take care of all type of document scanning which also includes medical document scanning. The scanned images are analyzed, edited, and compiled to turn them as digitized documents. The OCR/ICR software we use modifies the image files to digitized formats.

Features every Document Management System

Today, implementing a quality document management system is critical for a business to succeed. Therefore, when searching for a reputable document management system, have in mind that an ideal DMS should contain the following 8 groups of features:

    Document Input –

    When it comes to document input, most of the businesses combine paper and digital files. The ideal Document Management System should allow inputting files trough the following sources:

  • Scanner
  • Email
  • Manual Upload
  • Bulk Upload
  • Automated Process for Mass Uploading
  • Mobile Applications
  • Web Services
    Document Indexing –

    Document indexing is the process of associating or tagging documents with different “search” terms. Indexing is a path to the documents. That path is based upon your business processes and your staff. There are different types of indices. If your documents are text documents, you might have indexed the documents for full text search where you can find a phrase contained in the documents. All document management systems have some level of system indexing too. Default system indexing might be the date or document type or some other identifier that describes the document. An ideal Document Management System should provide:

  • Indexing of all documents
  • Custom Automatic Document Numbering
  • Content recognition and indexing
  • Indexing Meta Data
  • Indexing all revisions
  • OCR in different languages (Vienna Advantage DMS currently covers 27 languages)
  • Supports innumerable formats
  • Extendable meta data fields
    Document Search –

    No matter what indices we use, the power of document indexing is revealed when we do a search later on. The document search engine should provide:

  • Safe and Powerful search
  • Document content and meta data search
  • Advanced search on all document attributes
  • Scalable Document Search Engine
    Document Processing –

    Document Processing involves the conversion of typed and handwritten text on paper-based & electronic documents (e.g., scanned image of a document) into electronic information utilizing one of, or a combination of, Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and experienced Data Entry Clerks. An ideal document management system should provide the following features:

  • Create Documents using Templates
  • Link Document to records in System
  • Link to ERP/ CRM system
  • Forward, Move, Share Documents
  • Email Documents
  • Revise Documents
  • Inbuilt Document Editors for various file types
  • Check-In and Check-out documents
    Workflow Automation –

    A good document management system, should have inbuilt an enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. The workflow automation should provide:

  • Rule based processing on incoming documents
  • Setup individual rules and document actions
  • Automatic and Manual workflow
  • Document Routing
  • Business Process Modeling with Customized Windows, Reports
  • Configure multi-level approvals
  • Automatic creation of records based on documents
  • Update records based on documents
    Document Security –

    Security is one of the most critical aspects of a document management system. The ideal software will provide a high level of documents encryption and role based access, as well as:

  • Audit Trail
  • User and Roles
  • Advanced Access rights
  • Encrypted Documents on file system
  • Indexing all revisions
  • Supports SSL
  • Modify Ownership
    User Dashboard –

    An ideal DMS interface should be simple and easy to navigate. Not everyone is technologically inclined, so the simpler the software, the better. But the main dashboard should also include:

  • Workflow Inbox
  • Document inbox
  • Alerts and Notifications
  • Reporting Dashboard
  • Follow-ups and Chat
  • Inbuilt Calendar, Email, SMS
    Customization –

    As previously mentioned, different business have different needs of a DMS. Every business has its own specifics requirements that need to be take in consideration. For that reason an ideal Document Management System should provide a certain level of customization allowing users to:

  • Create customized Windows and Records
  • Generate Custom Fields and Reports
  • Add custom Document Attributes
  • Describe custom workflow
  • Create Custom Dashboard Reports