3. Why Do We Need Document Management System ?
Easy and Quicker access to document
Reduced need of storage space
Faster recovery of document in case of disaster
Easy to maintain and customize documents
Create healthy, green environment – due to reduced paper use
4. Process of Document Management System
1
• INWARD
2
• PRE-SCANNING
3
• SCANNING
4
• QUALITY CHECK
5
• INDEXING & TAGGING
6
• DATA ENTRY
7
• STORAGE
8
• OUTWARD
5. INWARD :
Collection of documents from source
PRE-SCANNING :
SCANNING:
QUALITY CONTROL:
Cleaning and numbering of pages from file
Scanning of documents using different type of scanner.
Process of cleaning scanned documents.
6. INDEXING AND TAGGING:
Software used to ease the search of files
DATA ENTRY:
STORAGE:
OUTWARD:
Describe the documents according to the type
Uploading the digitized documents in the server in different
type of format like PDF,JPG,PND & TIFF
Arranging the documents in the original manner before
handing them over to the source
7. Benefits of Document Management System
Access to the requirement information at the right place and right
time.
Reduce time required for information search and hence cuts the
direct and indirect cost
Increase office space and reduce cluster e.g. Paperless Office
Enable selective access to documents for highly sensitive and
complex document structure.
Easy to use Interface and Increase Productivity
Share and Collaborate easily.
8. Domains That Use Document Management System
DMS
Private/CorporateHospitals
Banks
Universities/Educati
on Institutes
Municipal
Corporation
Defense and Navy
Post Office
Cantonment Board