Imaging is a combination of software and hardware
that allows users to capture information from a number
of sources: paper, fax, e-mail, the Internet, even handwritten
notes. The captured documents are then stored digitally
on a computer system, and can be retrieved in seconds
with a few keystrokes. Users can store, copy, and retrieve
documents, and integrate them into their business applications.
Whether for a single desktop or a multi-user environment,
document imaging is an invaluable tool for controlling,
managing, and sharing critical information.
term “Document Management System” signifies
a broad collection of roughly related systems that perform
one or more of several functions. It’s a relatively
new, and as yet undefined, class of information technology,
one that is used to coordinate electronic document management,
storage, and retrieval. Typical functions that document
management systems perform, though no system performs
them all, include:
file naming : Allowing long, more descriptive
filenames thus overcoming the problems of short filenames.
: Creating lists of keywords for easy retrieval.
document control : A key feature of document
management systems is the treating of various files
and data associated with one document as a single object
during archival and retrieval transactions.
and retrieval : Assists in managing storage and
Why use Document
Management Systems ?
businesses, such as engineering, insurance, banks, and
pharmaceutical firms, the goal of automating document
management is to control and increase the efficiency
of the flow of documents that support their business
— producing aircraft or automobiles, processing
insurance claims, creating and obtaining approval for
new drugs. The benefits of document management for businesses
of intellectual capital such that knowledge is created
once, then reused many times
that is, controlling the flow of information through
all phases of a process
Fostering more effective
teamwork to accelerate business-critical applications
faster with better customer service (reduce cycle
Allowing rapid response
of documents from anywhere
Sharing of documents
between multiple users
Ability to move
document electronically in workflow and status tracking
with very small storage requirement
of the existing IT investment
Leverage the benefits
of the massive data for more useful analysis &
study in a few clicks, which otherwise would have
taken several hours.
Huge savings in overheads
in the long run.
Files in electronic format consume less space,
stored on disks, which have more storage capacity
and are easy to maintain as compared to huge piles
Huge piles of papers are stored in files which
occupy more space.
Documents are arranged in the respective folders
that are categorised according to the company policy.
Users are instantly aided in narrowing down their
search by choosing from available subcategories.
Retrieval becomes difficult as a person has to
flip through piles of papers before he actually
gets what he is looking for.
Consumes less time as everything is computerized
More time consuming because work is done manually
Maintenance is easy because data is stored in
disks which is easy to maintain and there are zero
chances of perish ability.
Maintenance of huge piles of papers is difficult.
There is increased risk of perish ability in this
Data is stored in disks which is portable without
Difficult as porting huge piles of papers is a