Document management is an automated business software solution used to organize, protect, store, and mark documents.
Document management is a must-have tool in today’s digital world. Moreover, documentation is the backbone of any business. It plays a central role in the proper functioning and overall success of a company.
There isn’t a company that could get through the day without reviewing and sharing documents. These include marketing brochures, project proposals and technical documentation. All this document management needs to be properly organized and stored. This is why there is a special document management software. Although most document management systems store digital documents in the cloud, they are more than just storage. A document management system is a structure that facilitates the flow of important information.
A good such system is able to upload and store all files in one place, keep track of essential documents, speed up workflow, and improve accuracy.
Therefore, choosing a reliable document management system allows a company to stay one step ahead of the competitors.
The Main Parts of a Document Management System
The main components of a document management system are document capture, storage, metadata, version control, security, indexing and search functions. Now about each of these in order:
- Document capture refers to the processing of paper documents through scanning to enable electronic storage. It also includes the ingestion of documents in electronic format and other computer files into the system.
- Storage is the format for saving a document for later retrieval.
- Metadata. Each document is stored together with its metadata – that is, the date, the identity of the person. The system can accept metadata or request metadata from the user.
- Version control is the process whereby a document is returned to the system, giving users access to current or previous versions of the document. It is possible to upload a new version of any document stored in the system, while retaining the previous version and existing metadata.
- Security. Its importance in documents is important in any document management system.
- Indexing helps keep track of electronic documents that are stored in the system. It is an essential component of a document management system. It helps to make the search process faster, more accurate and efficient.
Search is a key element of any document management system. It is a complex process that governs authorisation and access to each paper. This is how users can gain entry to documents by defining unique document identifiers such as metadata and search criteria.
The Main Advantages of Using a Document Management System
Document management tool make work easier, more productive and efficient. They save staff time on tedious tasks and eliminate the annoyance associated with often not being able to find the documents they need quickly. The main benefits of a document management system are therefore:
- increased productivity;
- reduced safety risks;
- improved compliance measures;
- easy and fast document search;
- enhanced cooperation.
Traditional paper documents are limited to physical media. It takes a lot of time to print copies, register, and deliver to recipients for signature. Each operation takes time to transfer, and people don’t interact with them much. It is better to provide electronic circulation of documents to avoid wasting employees’ time and energy on unnecessary actions. Modern technology allows you to work quickly online.
Document management has become an important part of the corporate technology stack, simplifying processes and integrating various documents into a central hub.
PandaDoc – Help with Document Creation
As everyone is trying to switch to digital document storage and exchange, they are resorting to using various software to do so. For example, it is now possible to create ready-made documents for signature quickly and correctly. Pandadoc is used for this purpose. It is a modern tool for writing contracts, pacts, agreements and forms. With ready-to-use free templates, the program allows you to write a document and send it to the other party in a matter of minutes.
This program makes tasks much easier for company employees, as it is equipped with a number of useful tools that enable you to write any document. It is worth registering on the website to gain access to the repository. All the finished files will be securely stored there. The site guarantees data security and confidentiality, so it enjoys well-deserved trust among many European companies.
PandaDoc is a must-have assistant for every organization to transform manual work into instant digital tasks. It is the key to success and competent operations.
