Document Management Systems and You

Vancouver Scanning Group wants to help you make your transition to paperless office operations easier than ever, so we have created a four-part series to help. This is step three, which involves setting up your data management and document management system. Because this is the interface that you will use on a regular basis to keep up with your documents, it is one of the most important parts of the process. Sometimes DMS called as CMS, the Content Management System or ECM – Enterprise Content Management. More or less, it’s still the same concept.

There are many types of document management systems out there today. Some DMS’s are completely free, but that doesn’t always make them the best system to invest in. The features of the system and what you get for your money are far more important than the bottom line cost of the program or system. You have three basic ways to get the document management system that you need: Modern OS, Online or Software.

You can use standard features of modern operating systems such as Windows Vista or Windows 7 as well as Mac OS 10.X. By ordering from the Vancouver Scanning Group, it most likely you will get the files organized in the folders named accordingly or you will be able to streamline your operations by keeping everything organized as you wish. The OS’s standard search capability will give you the option to search for the keywords within the folders and, if files has text, within the documents. In case if documents have been scanned, they might haven’t been converted to searchable format. This is done using OCR – Optical Character Recognition process. You may order your documents to be converted to searchable format after they’re scanned with us. However, if you scan your originals in-house and your scanner doesn’t provide you with the PDF searchable format, then you might need to invest in Acrobat Standard or Acrobat Professional software. Sometimes, OEM disk that comes with your scanner includes one of these.

Ultimately, you can think about online document management systems, such as Google Docs or Google Apps, because they are kept on the internet so that you can find everything no matter where in the world you might be. These work pretty much straight forward: you upload files online (or let us to do it) and then control access to them, if needed. Please note that Google’s free service stops once you reach the online storage limit.

Software is the other option for your data management system. While you can sync some of these programs with the internet or on multiple computers, they are specifically known for being software programs installed in the offline environment. They are still very effective at storing and filing information, but they will not be as accessible and they might be limited in their features. However, some companies do fare well with a software program instead of outsourced online storage, so the call will be yours to make.

No matter which solution you choose, you will easily see the benefits of your document management system and paperless office transition as soon as you set up the system and scan the first batch of documents in. Always be sure to find the solution that fits your business, even when that means a customized solution because quality and efficiency is the priority here.

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Maria

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