Document management may be defined as the proper administration of a document over its whole life cycle, from creation through preservation.

Regardless of how a document is created (paper or digital), it contains data and information that must be obtained, preserved, and made available for consultation, sharing, and conservation over time.

The data contained can have various meanings (administrative accounting, legal, commercial, etc. ). Still, their correct and organized management is critical and has become an increasingly strategic process within the single corporate organization, whether it is a small reality or a medium or large one.

The increasing amount of information available must be managed in an orderly manner to allow for speedier sharing while also protecting the content; it should also be remembered that it is required to minimize degradation and the danger of loss.

IT solutions, namely document management systems or Document Management Software (DMS), may be utilized to achieve outcomes in terms of efficiency and optimization of the document management process.

These are software-based systems that manage and archive outgoing documents and receive, send, and monitor procedures and document flows (workflow).

Watch "Document Management: The 10 Fundamental Requirements" on YouTube: 

Which advantages of document management stand out the most?

There are many benefits to document management; here are some of the more important ones:

Document management: a few informative statistics

According to an IDC study done throughout Europe, the number of papers produced by businesses is gradually reducing, mainly due to advancements in document management systems and increased activities in the field of digitalization.

Even data security improvements (GDPR) appear to have contributed to the growth of document management systems since data security cannot be divorced from well-organized and effective data management.

According to another study performed by Ricoh on 2,550 European managers, 55% of organizations agree that the new privacy standards are a helpful starting point for enhancing the organization's internal processes.

We must also consider that the implementation of some rules in the fields of electronic invoicing, civil proceedings, and the health sector has aided in the acceleration of document digitization processes; despite this, the transition from paper to digital is still ongoing and has not yet concluded in 2020.

The global documentary market is rapidly expanding: it was valued at 800 million dollars in 2017 and is expected to reach 980 million dollars by the end of 2023, with a 3.6% growth rate from 2019 to 2024. (Global Document Management Software Market Report).

There are still inefficiencies to be addressed in many realities: according to a December 2019 study of the "Global Intelligent Information Management Benchmark Report," 83% of workers polled had difficulty finding a document available in their business network and had to rebuild it.

The continual development of document management systems (72%), the requirement to access a higher quantity of digital contents (68%), and digitalization activities (59%), have been highlighted as the primary reasons driving enterprises to reduce the volume of paper documents.

What fundamental needs must a modern document management system meet?

The 10 essential needs for a modern document management system may be summed up as follows:

THE DOCUMENT MANAGEMENT SYSTEM (DMS)

(From Wikipedia: Document management system)

“A document management system (DMS) is usually a computerized system used to store, share, track and manage files or documents. Some systems include history tracking where a log of the various versions created and modified by different users is recorded. The term has some overlap with the concepts of content management systems.

It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems”.

DOCUMENT WORKFLOW AND DOCUMENT MANAGEMENT

The true digitalization of recent times is concerned with complete operations and document flows, and therefore we speak about document workflow, which complements traditional document management.

LogicalDOC, in line with the times, is capable of quickly developing and implementing workflow procedures that contribute to the improvement of collaborative processes and allow for greater overall efficiency and competitiveness.

THE LOGICALDOC'S SOLUTION

LogicalDOC Enterprise, the document management platform born of 15 years of expertise and hundreds of deployments, is LogicalDOC's document management solution.

To have papers available anywhere, even on the go, digitally sign them, share them with other users, alter them by historicizing the versions, and transfer them via various analog and digital methods while adhering to legal and market requirements.

Digital papers are maintained and made available for instant review, study, and transfer.

LOGICALDOC ENTERPRISE IS THE CUTTING-EDGE IN DOCUMENT MANAGEMENT SOFTWARE

For all document flows and procedures in our suite, it serves as the "guide system."

A flow occurs when there is a document, and a process occurs when there is a flow.

LogicalDOC has taken on the issue of giving digital answers to abstract ideas for many years. In reality, the system is set up to facilitate the administration and oversight of digital documents at every stage of their existence.

LogicalDOC supports all the specialized modules in the continual evolution required by businesses and by law. It is based on high-performance database engines chosen by the client and industry leaders like Microsoft SQL Server and Oracle.

With the help of the LogicalDOC, one can:

• transform the information system's documents into electronic documents with legal and fiscal value
• deliver them to recipients automatically:
• in electronic form by email or Web (including publishing in the reserved part of the site and notification to recipients via email and/or SMS)
• archiving documents electronically ensures their ongoing legal and financial viability
• archive all documents, whether they be on paper or digitally
• handle the most widely used barcode systems ("barcode") for automated document indexing in electronic archives
• provide the users' permissions for accessing the archives, restricting them to the sections they oversee
• organize the archived documents in an autonomous, comfortable, flexible, and efficient manner, thanks to the ability to define at will "logical containers" of the archived data (the "virtual volumes"), to which the documents (or their subsets) contained in one or multiple physical archive volumes can be associated; the "virtual volumes" can be organized and reorganized several times, subsequently, at any time, according to the archiving, work, management, and viewing needs o
• access archives over a local network, the Internet, or an Intranet for any actions you have authorized (consultation, printing, sending through email, archiving), not only from a computer but also from tablets and smartphones owing to the HTML 5 web interface
• immediately access archived documents with software programs (for the most popular systems, such as SAP, JD Edwards, AS400, BAAN, etc.)
• allow clients to study the papers that belong to them via a specific online portal, including notification service of the publishing of new documents via email or SMS
• write, transmit, and monitor incoming messages and notifications, as well as dynamically change the state of archived documents
• archiving received messages and associated alerts
• automatically archive emails, both incoming and outgoing
• create and manage Workflows and procedures

Do you want to learn more?

What exactly is Document Management?

Document management is the proper management of a document over its complete life cycle, from creation to preservation.Developing a shared document process allows for properly managing documents, archiving, research, sharing, transmitting, and digital preservation.

What advantages does document management offer?

• lower costs for printing documents (approximately 90% of the paper used) and storage space
• an overall decrease in expenses due to streamlining and improving internal processes
• shorter internal research and document management timeframes
• quicker document retrieval and delivery to internal and external offices
• increased effectiveness
• increased competitiveness compared to poorly managed and consequently inefficient businesses
• security of information

What software options are available for document management?

It is feasible to structure your business using either in-house or outsourced solutions.
There are other options available on the market, including LogicalDOC.

What is the price of a document management solution?

LogicalDOC may deliver ad hoc solutions to its customers depending on their specific requirements (standard or customized requests).The pricing may change depending on this. In general, the savings generated by achieving the benefits obtained from implementing a document management and document workflow system pay for the cost.

You may contact us without obligation for further information and book an online demo of our document management and workflow software: we will check your needs together and, if desired, develop an ad hoc offer for you.

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The need for a management solution has existed long before the coronavirus, and it is now an integral part of many businesses transition to remote work. Educating yourself and putting that knowledge to good use using up-to-date IT resources is crucial.

The company's valuable documents are protected from unauthorized access, easily searchable, and easily accessible.

Contracts, biographical data, letters, multimedia files, knowledge bases, social media posts, and archival materials are just some of the documents that may be managed.

For what purpose is it?

Companies often have hundreds of thousands of files in their database. When it comes to managing paperwork, every business has to confront the problem of automating and systemizing its processes. Everything is taken care of by the DM system. Perhaps the firm has outgrown its current structure, or the management team needs to implement new procedures and processes to make it more competitive.

Timely implementation of the document management system, or electronic document management system, will assist in resolving such issues and provide a valuable resource for assessing the health of various business processes. Your business will be more efficient if you can spot inefficiencies early on and make necessary adjustments to document management methods and procedures.

Can you explain the possible benefits and differences?

It's possible to maintain a more official tone while working with a document management system instead of an educational writing service that only communicates with you via email. Of course, if you have a large workforce, you may delegate jobs to them by mail and wait for a response, but this is inconvenient. Also, mail servers need to report when messages have been opened or read consistently.

The concept of workflow is used in EDMS systems. This typically consists of waypoints running parallel or in a set order. A task, due date, and report field can all be included in a single dot.

Sound electronic document management systems track users' actions on documents, such as opening a task or submitting a report. All files on the corporate EDMS may be encrypted for added security against malware and viruses.

Working with structured data is facilitated by EDMS, which is yet another significant benefit. For instance, an invoice document can be easily created by filling out a  simple form that does not require any coding experience.

Features central to document management

The growth of efficiency is guaranteed by a well-organized system for managing electronic documents because:

• rapid data entry into the system
• accessing information with minimal effort
• Computerized analysis of analog and digital formats
• Safekeeping of Sensitive Material
• data maintenance for continued usefulness
• the avoidance of record destruction
• streamlining of electronic communication with outposts and collaborators

Electronic document management systems are flexible and can be tailored to the needs of any organization.

There are five categories into which the most important aspects of a safe document management system fall:

1. Metadata attachment. To facilitate automatic information search and selection, electronic document management systems permit the addition of user identifiers, dates, and other marks to information structures.
2. Electronic document management systems (EDMS) are used by businesses to digitize and centralize their paper documents so that employees can access them electronically, collaborate on them in real time, and use the resulting data to make better managerial decisions.
3. Converting paper documents into digital format. The document management system enables the digitization of paper documents, text recognition for automated processing, and secure archiving.
4. Suppose you have a secure system for managing electronic documents. In that case, you may organize your files according to metadata and indexes, making it much easier to find what you need and get work done quickly.
5. Storing paperwork in a user-friendly and reliable program is preferable to keeping it in a locked filing cabinet. Permissions, backup, and data migration settings are all adjustable. An investment in a reliable document management program that helps keep everything in its place will pay off immediately.

Streamlining Paperwork and Electronic Filing

Think about the challenge of coordinating processes. It's an essential part of running the business. By providing pre-built document and file templates and user-defined pathways for their processing, the system will significantly expedite the time it takes to handle documents.

The document management system for safe and secure is always simple and easy to use for the end-user since he only sees his tasks and documents, regardless of the complexity of the logic of the processes behind them.

Here are some examples of document management and document flow processes:

• Logging of all mail sent and received
• Converting paper documents into digital form
• Template-based document generation within the system
• Validation, authentication, and enlistment of legal papers
• Making official document decisions
• Facilitating resolutions and taking automated control of performance.
• Document sharing via electronic means
• Computerized record keeping

Software development is carried out following the CMMI 3 model and the worldwide requirements of quality management ISO 9001.

Documents can be accessed remotely.

Modern cloud-based document management solutions must provide remote access to documents and administration of business processes. A mobile app on a mobile device cannot have all the capabilities of a robust system. In reality, however, this is not necessary. You can't make significant changes to a document on your phone; that should be done on a desktop computer.

Suppose you have mobile data protection software that notifies you of the tasks and documents assigned to you and gives you access. In that case, you may continue working without leaving the job flow.

You may read the contract that has to be agreed upon quickly and then work on it, appoint accountable executors of the assignment, or delegate its implementation.

Companies specializing in document management solutions often handle EDMS creation, rollout, and upkeep. You can depend on punctuality, professionalism, and consideration for each client's unique needs and preferences. Each organization also has a service department for handling document management software that offers help with data, updates, and training for experts.

I need to know how to get the ball rolling on moving our company's internal paperwork and procedures to a new site.

In other words, the coronavirus will eventually die off. Yes, this is a significant obstacle for all parties involved, personally and professionally. Nonetheless, difficulties can lead to unexpected benefits. And the possibility of increasing productivity is one of them. We recommend that management procedures be considered a valuable tool for optimizing a company's documents.

Even before the coronavirus, businesses were interested in finding a way to manage their operations better. This is especially true now that so many workers are choosing to telecommute. It's crucial to prepare yourself with information and apply it correctly with the help of up-to-date IT resources.

WHAT IS DOCUMENT AUTOMATION? A COMPLETE OVERVIEW

"Document automation is about as simple as it sounds: it automates the process of producing various sorts of documents on a large scale."

Document automation is a powerful tool that can save you significant time and work. But what is it, and why do you need it? Here's an introduction to document automation and how it can help you manage your workflows.

It is the process of automating document creation and management. The requirement for manual data entry, email reminders, printed paperwork, and other time-consuming measures is eliminated. It can help businesses save time and money by simplifying document-related operations.

IMPORTANCE OF DOCUMENT AUTOMATION

As a company grows, so does the number of documents it needs to generate, manage, and store. This can soon become overwhelming, especially if you are still creating and managing your documents by hand. Document automation can help by automating these processes and making it easier to create and manage massive amounts of content.

WHO BENEFITS FROM DOCUMENT AUTOMATION?

Document automation has a wide range of applications as it can assist any business that needs transaction-based documents or paperwork. Document automation is used in a variety of sectors, including:

• Legal
• Sales
• Real estate
• Financial Services
• Healthcare
• Human resources
• Manufacturing
• Government agencies

Any firm that depends on paperwork, such as contracts, hiring documents, legal documents, financial forms, and healthcare forms, can automate its paperwork and processes.

THE ADVANTAGES OF DOCUMENT AUTOMATION

Document automation can help in many ways, from making document creation and routing simpler to changing workflows and processes.

• INCREASED EFFICIENCY

The days of painstakingly drafting employment contracts, nondisclosure agreements, and other documentation from scratch are long gone. Document automation allows you to create a wide range of legal documents in a fraction of the time it takes.

• GREATER ACCESS

Instead of being chained to your workstation or logging into the correct server, cloud storage allows you to view your documents whenever and wherever you want. A mobile-responsive document automation platform also enables users and participants to complete records on the go.

• REDUCED ERRORS

Automating document-related systems can help minimize errors. Organizations can significantly reduce the risk of data entry errors by alleviating the need for manual data entry.

• ENHANCED SECURITY

Automating documents can also greatly enhance security by ensuring that only authorized users have direct exposure to sensitive information. Furthermore, advanced administration tools allow you to control who has access to view specific workflows, enhancing security and privacy.

• COST SAVINGS

The process of automating documents helps enterprises in saving money. Organizations can save money on printing and storage by eliminating the need for paper documents.

• EASIER COMPLIANCE

Secure and efficient document control and management are necessary to comply with many regulations and standards. Without the formation, storage and retrieval of crucial documentation, businesses risk fines, terminated licenses, and even criminal charges due to non-compliance.

Document control software reduces the risk of non-compliance by making it simple to keep your documentation updated and safe. The system maintains a complete document activity history to facilitate and validate compliance with standards and laws.

• INCREASED PROFITABILITY

Finally, document automation saves money and enhances profitability when all of the above aspects are considered together. By automating and digitizing your documents, you are integrating efficiency and organization into your business - a decisive breakthrough.

ARE YOU READY TO IMPLEMENT A DOCUMENT AUTOMATION PROCESS?

LogicalDOC offers modular, cloud-based quality management software, including document control software. LogicalDOC makes creating simplified digital documents easy and lets the data flow through your systems. With LogicalDOC, you can digitize the documents that are the backbone of your business and create efficient workflows that work for you.

Contact us to learn more about automating document control using our document management software.

Why is Document Processing Important for Businesses?

Document processing has become an essential part of the modern business process, with many different levels and types of paperwork to manage and deal with daily.

It's crucial that all companies, from the largest to the smallest, employ some document processing service to ensure their employees stay on top of all the work needed to keep everything running smoothly and efficiently.

This article will outline the benefits of process documentation and why any business must take advantage of it.

What is Document Processing?

Document processing is the electronic management of documents and the data within them.

That can include anything from scanning and indexing documents to storing them electronically and making them accessible to employees.

Documents come in different formats, and file types and typically hold specific information.

While old manual document handling approaches result in error-prone, time-consuming processes, they also demand that you be involved in the lengthy procedure.

But still, it's important to extract all this value from those documents so you can use them downstream - something impossible with complex manual document processing methods.

That is why document automation software has become more popular than the old-fashioned way of doing things.

How does a business get started with digital archiving?

In the past, businesses would keep physical copies of important documents.

However, this took up a lot of space and made it difficult to access documents quickly.

With digital archiving, businesses can scan their documents and store them electronically; this takes up less space and makes it easy to find and share documents.

These are the steps that you should take to automate the document processing:

• There are specific rules that govern document processing. Once you have determined those rules, the team implements structure and layout extraction.
• OCR, also known as optical character recognition, is a method that allows the conversion of scanned documents into digital data. Another intelligent technology is handwritten text recognition (HTR), which can recognize texts written in standard letters and even different font types.
• It is the purpose of OCR to extract data from documents, but since OCR is error-prone, it is necessary to review the extracted information manually.
• Whenever you process a document or notice a mistake, you can flag it for manual inspection so your team members can correct it later.
• A user-friendly format allows the processed documents to integrate easily with existing business applications.

What are the Uses of Document Processing?

Document processing automation has many uses, including sorting, filtering, creating, and manipulating data.

Many tedious tasks can be automated, making them faster and easier to complete.

Additionally, standard operating procedures can help you control access to information, ensuring that only authorized personnel can view or make changes to sensitive data.

Overall, document processing can save businesses time and money while improving security.

The process steps require minimal training, which is an ideal option for small business owners who need to get work done quickly.

In addition, document processing software may include keystroke logging detection or file encryption - essential tools in the digital age.

Several government agencies worldwide require this technology to comply with HIPAA regulations.

What are the benefits of Document Processing?

There are many benefits of document processing for businesses. Let's discuss a few below:

1. It can help to save time by automating repetitive tasks.
2. It can improve accuracy by eliminating human error.
3. It can help to improve customer service by providing faster turnaround times.
4. It can help to reduce costs by reducing the need for paper and other resources.
5. It can help to increase efficiency by allowing employees to access documents from anywhere.
6. It can help to improve communication by providing a central repository for all records.
7. It can help to protect sensitive information by keeping it confidential and secure.
8. It can help to standardize workflows and procedures.
9. It can help businesses to go green by reducing the need for paper documents.
10. Document processing can help companies to meet compliance requirements.

Is there any risk to going digital?

As businesses increasingly move towards digital processes, it's essential to understand the implications of this shift. While going digital can undoubtedly benefit, there are also some risks.

One chance is that of data breaches. Information stored electronically is susceptible to hacking, but you don't have to worry about using the right software.

Additionally, digital processes can be more challenging to manage and monitor than paper-based ones. That can make it difficult to track errors and prevent them from happening in the future.

Finally, digital documents can be lost or corrupted more quickly than physical ones. For example, a power outage could destroy electronic files while paper documents would be unaffected.

Despite these risks, many businesses still choose to go digital because the benefits outweigh the risks.

Most companies already use digital tools such as email and word processing software every day, so adopting another digital process isn't much different - they're just adding another element to their current workflow.

Who can help me implement this in my organization?

A few key players can help you get started with document processing in your organization.

First, you'll need to find some quality document processing software. And finally, you'll need to find a reliable partner who can help you with the transition and provide ongoing support.

LogicalDOC can help you process documents automatically, including sorting, categorizing, and tagging them, which can save you time and effort, especially if you have many documents to process.

As an added bonus, LogicalDOC provides version control while offering complete tracking of document activities, in this way, you will always have control of everything that happens on sensitive documents.

That can be extremely helpful when collaborating with others on a project or sharing documents with clients. It doesn't get better than that. If you want to automate your document processing tasks, contact us today!

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