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How does a Document Management System work?

Document Capture

Today, information is often already available in electronic form, but the classical paper form still exists. While electronic documents can be captured automatically by the document management system, incoming paper documents, such as invoices, enter the system via document scanners.

A DMS stores all incoming documents in a central archive that can be accessed by everyone via the network. The metadata of the documents or files is stored in a database. Some systems also store the documents themselves in this database. The metadata includes the creation date, the type of document, assigned keywords and the text contained.

Structured information immediately available

Based on this information, a document management software retrieves the archived document at any time later. In contrast to the search in folders and files, this process only takes a few seconds. To ensure this, however, a DMS needs reliable text recognition and a powerful integrated full-text search.

With the help of a document management system it is therefore possible to obtain the right information in the right place at the right time. This is the basis of all business processes in the company. The faster relevant information are available, the faster necessary decisions can be made.

... with bitfarm-Archiv

bitfarm-Archiv document management works with the powerful OmniPage® OCR of the market leader Nuance, which provides precise text recognition and reads your documents reliably and quickly. bitfarm-Archiv Document Management then sorts, indexes and stores the data. While the associated document is stored in the archive, the system writes only the metadata to the higher-level MySQL database. The separation of the storage locations ensures that the database remains as lean as possible. This saves storage space, guarantees the performance of the entire system in the long term and facilitates data backup.

The combination of precise text recognition and high-performance full-text search offers all employees convenient and, above all, fast access to the required information.

Dokumentenbearbeitung im Rahmen eines Workflows

Good if everybody knows what to do...

Automatic Distribution and Workflow Management

Using a modern DMS, document transport and processing in the respective departments can be realized completely electronically. In the course of a workflow, a document management system automatically sends documents based on defined parameters (category, project, customer number, etc.) to the responsible agents or groups within or outside the company. Depending on how and when these persons end the document processing, further workflow steps take place.

A workflow is not to be understood as a rigid entity, because semi-automatic or ad hoc workflows are also possible. They reduce the document throughput time and increase the transparency of individual processing steps, as these are seamlessly logged by the system.

The documents also remain visible to all authorized employees during processing, even if they are not involved in the workflow. The document itself is never sent around, merely a link at which the document can be accessed in the DMS. In this way, work is carried out on a common database without having to make distribution copies or the like.

For controlling, a DMS offers important evaluations of all metadata that is recorded for the documents - even before they are available in specialist applications (e.g. FiBu).

Audit-proof Archiving

A modern document management software should also provide a function for audit-proof archiving. Documents are stored unchangeably in a write-protected memory. The documents stored in this way incidentally have exactly the same status before the tax authorities as paper documents, which therefore no longer have to be stored for a possible audit. However, signed documents, such as contracts, should continue to be retained in their original form, as they serve as evidence of any legal disputes.

The Perfect Moment for Electronic Document Management - the Time is Now!

The first digital archive systems have existed since the early 1990s. At this time, however, the costs for licenses, servers, scanners, jukeboxes etc. were still so high that digital archiving was almost only to be found in the corporate environment. In addition, working with digital archives was very time-consuming; all documents had to be indexed manually with great effort so that they could later be found via index masks.

The rapid development of information technology today brings us high server performance and large mass storage at affordable prices. In addition, there have been text recognition components (OCR) for several years that can recognize documents digitally with high accuracy. This enables a paradigm shift that allows documents to be captured without user intervention and reliably retrieved later.

bitfarm-Archiv DMS uses these technologies as a representative of the new generation of document management systems.

Due to the developments - especially in the open source area - digital archiving and electronic document management can be realized very comfortably and economically in every company today.