| Documents are an integral part of any business | | | | documents. |
| process and play a pivotal role in the functioning of any | | | | Document management systems involve, document |
| organization. They are a vital means of organizational | | | | capturing using scanners and optical character |
| communication, an important constituent of | | | | recognition to convert paper documents into digital |
| organizational memory and play a significant role in | | | | data, installing document management software for |
| enhancing the business process. | | | | creating and organizing documents and for database |
| Business corporations and other organizations | | | | management, and workflow management for the |
| generate billions of pages of paper documents every | | | | systematic transmission of information. |
| year. For this reason, they need an efficient document | | | | Document management systems facilitate the |
| management system that can facilitate the systematic | | | | long-term storage of documents. They enable digital |
| filing, storing, securing and retrieval of information. For | | | | archiving; that is, categorizing and storing documents, |
| some organizations such as insurance companies, | | | | which are currently needed, and those that have |
| solicitors and consultants, an efficient document | | | | become outdated. Sharing information in the form of |
| management system means better service and | | | | text, graphics and multimedia is made convenient by |
| greater business prospects. | | | | easy access through the Internet or via the company's |
| A document management system can manage | | | | intranet, according to an individual's need and priority. A |
| documents using computer software. It also includes | | | | document management system allows for the |
| management of audio and video files, graphics, | | | | systematic indexing of documents, making it easier for |
| photographs, faxes and emails. It is the process of | | | | the user to identify and locate the required document |
| organizing, storing, securing, classifying and retrieving | | | | on request. It also reduces the number of man-hours |
| document-based information and multimedia files. Since | | | | required to manage the documents. |
| the ideal of a paperless office environment could not | | | | A good document management system is central to |
| be achieved, document management systems also | | | | the efficient managing of documents, as well as in |
| have to adapt n effectively meeting the demands of | | | | enhancing communication and sharing information within |
| various industries in storing, retrieving and sharing | | | | the organization. |
| information with paper as well as electronic | | | | |