Document Management System
The collection, distribution, storage, processing and archiving of documents, is a fixed process component of daily document management in organisations. And don’t forget: Erasure of and searching for documents.
It is clear that paper based processes are an obstacle at this point – time intensive, unclear, alongside all the other disadvantages of the medium of paper. Digital document management can help here, and brings you a big step forward in the digital transformation.
How does a digital document management system work?
Documents or generally speaking: Information is available in two different forms in companies: Already electronic or still in paper form. This information must first be entered into the document management system – yet how does that work and what happens in the DMS as a result?
Entry of information into the document management system
According to the media type, recording documents can take on different forms in the DMS. If the information is already available in electronic form, contemporary document management systems are able to transfer this information to the DMS largely automatically. To record paper based documents, as a rule, a DMS uses a scanner with optical character recognition (OCR) for digital document capture.
Document management systems and structured data – a perfect duo
The advantage of such structured data for a DMS is obvious – because the data are stored in a fixed location, forever.
As long as the creator of the invoice complies with the agreed specification, it is easy to process the structured information of the incoming invoice automatically in the document management system. It is also clear, that a workflow started via such media, is the be all and end all for flawless business processes.
Weakly structured data for document management – OCR-Technology is key
It looks very different for documents and information in paper form. The common way in the document management system is via so called scanning. I.e. The documents must first be digitised via a scanner. What is important at this point: The scanning software of the scanner or a downstream software must have optical character recognition (OCR). In this way, the textual elements of the document are entered, and ideally allocated accordingly – and that is the most important source of information for a DMS using this medium. As a rule, these processes for the entry of content are developed and improved over the years, and consequently very precise – always with the requirement and assumption that the data featured in the document remains consistent. Unfortunately, this is not always the case, and therefore a stumbling block for the subsequent workflow of the relevant business processes.
Distribution of information in the document management system
From now on, everything will remain digital, and media disruptions will no longer happen. A great advantage of a DMS is that all documents and information is automatically directed to the relevant company departments.
Where the documents and/or information are ultimately transported, is primarily dealt with by the DMS using the categorisation made. Via recognised and selected information, the document management system can determine for example: A document is a bill of lading, an incoming invoice or a contract etc.
It is at this point that a DMS has an important advantage: Because now, a contemporary document management system can engage with so-called workflows.