What is Document and Data Management?

Document and data management, or Document Management System (DMS) has been designed to store, manage and track electronic documents and data throughout an organization. This is how digital images and documents are organized, designed and delivered to a centralized location according to the company's needs; besides accomplishing an easy access for employees.

For many companies, organizing information is an important factor to obtain great success, especially nowadays since Big Data is increasing rapidly. Therefore, the use of physical paper has decreased a lot or disappeared almost completely. To manage, share and accelerate workflow efficiently, Document Management Systems need some special features.

There are many Document Management "Systems" available on the market. The practicality may start with something as simple as storing received and sent documentation content, it also allows to design printouts or documents from existing data and documents, business processes are fully automated as they are handled by different departments.

The database, which represents the "heart" of an advanced Document Management System is of high importance since it stores all information in such a way that all document contents can easily be found and retrieved. Nevertheless, this is only a small part. The "brain" that manages the system is the workflow logic, which allows creating dependencies between documents and processes, so this information can easily be linked in flexible and previously defined flows.

Some of the key benefits Document Management Systems offer are:

• Improves significantly all communications with customers and third-parties, through Transpromo, generating and distributing documents online and through a large variety of distribution channels.
• Unifies documents (contracts, delivery notes, etc.) this reduces significantly the total number of used documents, since each designed template allows to automatically generate different documents for each client.
• Offers multiplatform solutions, such as: Windows, Unix, Linux, System i, zSeries.
• Enhances its distribution through web service connectors, which allows to send any document integrated into the system by E-mail, fax, SMS messages, postal mail, FTP, Web, etc.
• Offers print control with consumable saving profiles.
• Simple and intuitive document design, user-friendly environment.
• Design dynamic and static forms easily, create one-dimensional and two-dimensional bar codes and/or 2D & 3D graphics.
• The company reduces costs significantly: employees save time since processes are automated and tasks related to document management are processed easily, documents are located much faster than ever before. Using physical paper almost disappears, this as well is a huge cost saving for companies that start using DMS, the status of bank accounts can be consulted rapidly since invoices are stored in the system immediately, etc.

Therefore, a good Document Management System can also customize all documents that needs to be distributed; such as electronic invoices, forms and other documents much more specific than mentioned before. All integrated in the same Document Management System with which documentation tasks of the company can be configured in order to receive and send the required documentation contents.

Another important advantage Document Management offers, it allows to customize and protect critical data in documents or any other information.

Remind that, implementing and developing document management strengthens the company's processes, information is highly controlled at all times and there is a continuous growth and improvement. For any further information about how your company can strengthen through document and data management --> feel free to contact us.