With the help of Document Management System it is possible to have the right information in the right place at the right time. That is the basis for the decision-making procedure and thus the triggering of business processes. The faster the correct information is available, the faster can decisions be made - or more decisions and business processes in the same time span.
Today, information is often already available in electronic form - such as e-mails or Word files -, but naturally also in the classic paper-based form. The digital archiving of the Document Management software stores these documents in a central archive, which is accessible to everyone via the network. Every piece of information concerning the documents is stored in a database, starting with the creation date over the type of document and stored tags up to the entire text content.
The Document Management software later finds the archived document at any time, based on the stored information. This is usually much faster than looking for the originals – that is to say within seconds.
Faster information access and transport
Document transport can also take place electronically. The workflow system of a Document Management System can supply corresponding caseworkers or groups within the company (or externally) with documents based on specific parameters, e.g. the category, the project number, the client etc. Depending on how and when they finish working on the documents, further workflow steps are triggered. A workflow must not be seen as a fixed construct; semi-automatic and manual workflows are also possible. These, too, shorten the execution time of documents and make the individual steps of the procedure more transparent. Furthermore, it is possible to find the document in the DMS, even if one is not involved in the workflow. The document is never sent around itself, but rather a link, which is the address of the document in the DMS. In other words, one works on a shared data basis; the distribution copy is cancelled. The document is also easily accessible to non-participants during the work processes (of course, only, if the person in question is authorised).
Early document capture leads to transparency and prevents loss
If e.g. paper-based documents get scanned early on - i.e. as soon as they arrive in the company -, loss of individual pages or even of the entire document can be prevented. The processing of the document in the individual departments can take place completely electronically over the computer screen with a modern DMS. Every step of the procedure is documented and thus facilitates the comprehensibility of processes. The DMS offers important analyses of the entire metadata for controlling, which are collected from the documents.
Modern Document Management software also contains an audit-proof archiving function, i.e. it immutably files documents in a write-protected storage space. The documents stored in this manner have complete document status for the tax authorities and make paper-based documents superfluous, e.g. for a tax audit. Lower space requirements are the advantage here, whereby not all originals should be destroyed: signed contracts, for instance, are still required in paper form as proof in the case of civil disputes.