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There are a multitude of benefits to justify a Document Management System. Click here to see which ones resonate most with you.
Technology has made scanning paper documents easier these days. There are serious limitations to consider if planning to only scan to a PC or server, rather than an actual database.
Looking for a more technical explanation of what a Document Management System is?
As a document management and a content management system continues to become more popular, they have become a must have in some fields especially those in very litigious environments.
Check out this easy to understand illustration of how a Document Management System works.
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Fast track basics of what, why, how, and who.
Since 1994, our customers (including the Department of Defense with thousands of users) have enjoyed the simplicity and affordability IMS offers. You, too, can experience this simple-to-use database and our top notch support.
Dealing with volumes of paperwork is a challenge for every business. Processing information readily available can make the difference between profit or loss, success or failure. Methods in handling paperwork can be quite cumbersome and be subject to error. Documents pertaining to shipment lots and testing certification are typically received from several different sources and are sorted, matched, and filed manually. Once this accumulative information is organized and filed in filing cabinets, they become time consuming to retrieve, sometimes being misplaced or put in another employee’s possession. The documents tend to degrade over time from constant handling--stapling and un-stapling, just to view specific elements, and chancing this document or element is not the latest/up-dated version.
New industry standards and requirements are forcing some manufacturers to duplicate multiple sets of information only to create more copy-print expenses, retrieval time, inaccurate or latest changes, inconsistencies, and confusion. These issues can easily be resolved by creating digitalized processes, scanning or saving information into a single filing repository.
There are many opportunities within the manufacturing industry to reduce printing-copy-fax-courier and time handling with these documents. Allowing IMS to automate processes that involve multiple steps from printing, emailing, faxing, and handling/distributing multi-part forms and documents will drastically increase productivity. Projects that involve one or more documents to be handled, annotated, and signed by multiple departments or individuals can be simplified, and the time spent tracking the process and status of these documents will be reduced.
Custom orders require even greater amounts of paper for tracking detail reports, customer’s purchase orders, internal contract review forms, original drawings and sketches, material list, change orders, and quality reports to name a few.
- Stock receipts
- Test reports
- Packing slips
- Bills of lading
- Freight bills
- Quality assurance certificates
- Certification reports for each batch of equipment that is bought or sold in the warehouse
Typical information to manage:
- Document Sharing
- Location and retrieval of archived documents
- Tracking and auditing of document-based processes
- Manual capture, processing and archival of transaction documents
- Coordination of disparate processes or workflows that utilize the same documents
- Reduce transit time of orders
- Faster visibility of order status
- Consistent and fast order review
- Eliminate file rooms and related work
- Answer order inquiries more quickly
- Free up to 20% of sales assistant’s time
- Drastically freeing up time typically dedicated to document processing
- Quick access to complete orders, including all associated documents & invoices
- Viewing/accessing information simultaneously by multiple employees and/or customers
- Better consistency in customer communication due to users accessing the same and accurate information while knowing they have the latest version
Benefits offered by a DMS: