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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.
Employees spend a great amount of time searching through multiple sources in filing cabinets, stacks of paper, or digital files, and even walk long distances across the building or to off-site storage sites. These employees are looking for paper-based shipping records, usually consisting of invoices, packing lists, shipping manifests, bills of lading, and other related documents.
Purchase orders, invoices, payables, receivables, and shipping records can all be scanned in to be digitally managed with IMS for intelligent search capabilities. Eliminate time-consuming manual searches through paper files and waiting on a file to finish a previous process to view it. Verbal communication of changes or additions can be noted on a document within IMS; electronic documents, such as those created in Microsoft WORD, received faxes, and received emails, can all be managed and quickly retrieved for print-email-fax-view within one secure repository. This information can be retrieved within seconds so that an immediate response can be made to a customer’s or supplier’s inquiry; also, email or fax simultaneously while on the phone delivering professionalism and confidence of it’s accuracy!
IMS offers automated features that allow for the prevention of printing information on line printers or other print devices. This reduces print costs applied to equipment, service, and employees actually handling the paper. The information can be converted to a form or image and can then be sent to multiple locations, including IMS, email, or fax. This reduces printing costs and redundancies of scanning this document back into IMS. Once this image is deposited into IMS, it can also be automatically indexed to reduce manual input by employees. Other cost/time-saving automated processes may be possible in this type of environment. When scanning documents with barcodes or scanning standardized forms using zone OCR technology, index fields can be automatically filled with text; this prevents manual input. These newly generated forms can be automatically and simultaneously faxed, printed (duplex-staple-specific drawers & multiple sets), and emailed. There are endless scenarios and opportunities to automate any environment to cut costs and employee time.
IMS may compliment a current filing structure or allow for changes/enhancements to create a more efficient method of filing. IMS can be integrated with any of your existing software to allow for search capabilities. Any information needed from this existing software can be placed directly into IMS in order to view related documents. This creates a unified repository linking all other proprietary or non-proprietary software with IMS.
- Simple user interface
- Email integration and email archival capability
- Increased customer satisfaction and response time
- Access documents any time, any where, within seconds
- Greatly increase productivity, especially with automated processes