Document Management Tools - Deliver A Higher Level Of Task Quickly

A Document management system (DMS) is a computer program used to store electronic documents

. It is quite anonymous to Content Management System (CMS) where content of a website is placed in some form of data (xml). DMS is a part of Enterprise management system (ECM) and is quite similar to record management system, document imaging and workflow systems. Document Management Tools helps to achieve the purpose and benefits of Document management system.

Document management is a process taken with document within an organization, with respect to creation, distribution and deletion of documents. We can describe a document as something represented in electronic form (i.e. Word document, spreadsheet file, Movie file, image file etc.) or as a traditional hard copy comprising of thousands of pages.

There are Software Tools in market, some are available as free source while other are licensed. Rommana is a document management tool that helps one to create and maintain different types of documents and methods. One can conduct a review and request an approval of a document. It also allows attaching a document or models to a specific requirement or a group of requirements.

Document Management Tools vary depending upon:

What type of documentation is already there

What is the current platform

What the users are used to already.

Current IT strategy

Security requirements

Traceable requirements, and

Quality system compliance needs.

The benefits of using Document Management Tools can be described below:

Content retrieval: Huge volume of contents needs to be properly organized and maintained to ensure smooth and easy retrieval of them. If a proper tool is not there it would be very difficult to manage the large business or transactional or legal documents and retrieve them when required.

Version control: There can be different versions of a single document and if not versioned can create confusion on maintaining and retrieving those documents.

Improving Workflows: Business process involves moving of files from person to person to ensure the document is correct and verified. This requires need to have workflows in document management tools, which eases the process of content migration and verification.

Document security: Documents contain private and confidential data, which needs to be protected from non- authorize access. To ensure this, this can be achieved by using a document management tool.

Enhance competitiveness: Using document management tool improves business process, reduces costs, prevents serious losses and thereby enhances business competitiveness.

by: Jett Lee

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