{"id":46186,"date":"2022-03-09T08:36:23","date_gmt":"2022-03-09T08:36:23","guid":{"rendered":"https:\/\/softco.com\/glossary\/document-management\/"},"modified":"2023-06-07T15:05:31","modified_gmt":"2023-06-07T14:05:31","slug":"document-management","status":"publish","type":"glossary","link":"https:\/\/softco.com\/uk\/glossary\/document-management\/","title":{"rendered":"Document Management"},"content":{"rendered":"\n<div class=\"wp-block-cover\"><span aria-hidden=\"true\" class=\"wp-block-cover__background has-background-dim-10 has-background-dim\"><\/span><img loading=\"lazy\" decoding=\"async\" width=\"1920\" height=\"960\" class=\"wp-block-cover__image-background wp-image-30043\" alt=\"\" src=\"https:\/\/softco.com\/wp-content\/uploads\/2022\/02\/Glossary-Term.jpg\" style=\"object-position:18% 49%\" data-object-fit=\"cover\" data-object-position=\"18% 49%\" srcset=\"https:\/\/softco.com\/wp-content\/uploads\/2022\/02\/Glossary-Term.jpg 1920w, https:\/\/softco.com\/wp-content\/uploads\/2022\/02\/Glossary-Term-300x150.jpg 300w, https:\/\/softco.com\/wp-content\/uploads\/2022\/02\/Glossary-Term-1024x512.jpg 1024w, https:\/\/softco.com\/wp-content\/uploads\/2022\/02\/Glossary-Term-768x384.jpg 768w, https:\/\/softco.com\/wp-content\/uploads\/2022\/02\/Glossary-Term-1536x768.jpg 1536w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\" \/><div class=\"wp-block-cover__inner-container is-layout-flow wp-block-cover-is-layout-flow\">\n<h1 class=\"wp-block-heading has-text-align-center\" id=\"h-document-management\">Document Management<\/h1>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\"><\/div><\/div>\n\n\n\n<div class=\"wp-block-group has-white-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p>Growing businesses often have a lot of documentation to deal with. As the number of documents continues to increase, businesses eventually have to think about using a Document Management System (DMS) to track all documentation within the company.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is Document Management?<\/h2>\n\n\n\n<p class=\"has-text-color\" style=\"color:#1976d2\"><strong>Document management simply refers to the processes in place by a company for capturing, storing, reviewing, tracking, and retrieving electronic documents and imagery. Physical documents are often passed through a document scanner before being stored in a centralized repository.\u00a0<\/strong><\/p>\n\n\n\n<p>ISO 12651-2 defines documents as \u201crecorded information that can be treated as a unit.\u201d According to this, a document management system is simply software that lets you control, organize, and track documents within an organization.&nbsp;<\/p>\n\n\n\n<p>Most document management systems offer the following features:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Ability to quickly scan documents and capture contents<\/li>\n\n\n\n<li>Establish workflows for routing or labeling documents<\/li>\n\n\n\n<li>Repositories for centralized document storage<\/li>\n\n\n\n<li>Integration with ERPs or other modules<\/li>\n\n\n\n<li>Document retrieval and viewing functionality&nbsp;<\/li>\n\n\n\n<li>Version control and access controls&nbsp;<\/li>\n\n\n\n<li>Document editing features, including roll-back&nbsp;<\/li>\n\n\n\n<li>Annotation<\/li>\n\n\n\n<li>Audit trails&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Over time, document management was eventually superseded by content management, which generally have a much more complex hierarchy and follows a dynamic, relationship-based structure.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Major Benefits of Document Management Systems<\/h2>\n\n\n\n<p><a href=\"https:\/\/softco.com\/uk\/solutions\/compliant-archive\/\">Document management systems<\/a> play a critical role in procurement and AP departments. AP teams have to deal with a lot of documentation, including invoices, purchase requests, purchase orders, refunds, returns, GRNs, and a lot more.&nbsp;<\/p>\n\n\n\n<p>Without an effective document management system, companies may find it difficult to store and manage all documentation properly. More importantly, there\u2019s also the risk of human error, where data might not be copied accurately.&nbsp;<\/p>\n\n\n\n<p>Instead of relying on physical document management, most organizations now prefer using digital solutions. They offer several major benefits, including:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Easy Indexing<\/h3>\n\n\n\n<p>Documents can be indexed, annotated, and labeled accordingly, thus making it easier to retrieve them.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Enhanced Security<\/h3>\n\n\n\n<p>Access controls can be established and documents can be \u201clocked\u201d so they can only be accessed by relevant parties.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. Improved Communication and Collaboration<\/h3>\n\n\n\n<p>Documents can be shared seamlessly between different parties throughout the organization. Changes can be monitored, and version history is always accessible.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">4. Improved Analytics<\/h3>\n\n\n\n<p>Document management systems often contain content extraction technologies. Powered by ML and AI, these can be used to gain valuable insights into the company\u2019s operational spend and performance.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5. Improved Productivity<\/h3>\n\n\n\n<p>Documents can be retrieved and filed at the touch of a button. Individuals don\u2019t have to sift through file cabinets to find what they need, which ensures that more work gets done in a shorter time frame.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Simplify Document Management with SoftCo\u2019s Enterprise Content Management<\/h2>\n\n\n\n<p>SoftCo\u2019s solution makes it easy for users to manage and store large amounts of documents in a safe and secure repository. It also offers workflow management solutions, and lets companies automate low-impact tasks throughout the company. More importantly, it integrates fluidly with other SoftCo solutions, and other ERPs.&nbsp;<\/p>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Growing businesses often have a lot of documentation to deal with. As the number of documents&#8230;<\/p>\n","protected":false},"featured_media":0,"template":"","alphabetletter":[8734],"class_list":["post-46186","glossary","type-glossary","status-publish","hentry","alphabetletter-d"],"acf":[],"_links":{"self":[{"href":"https:\/\/softco.com\/uk\/wp-json\/wp\/v2\/glossary\/46186","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/softco.com\/uk\/wp-json\/wp\/v2\/glossary"}],"about":[{"href":"https:\/\/softco.com\/uk\/wp-json\/wp\/v2\/types\/glossary"}],"wp:attachment":[{"href":"https:\/\/softco.com\/uk\/wp-json\/wp\/v2\/media?parent=46186"}],"wp:term":[{"taxonomy":"alphabetletter","embeddable":true,"href":"https:\/\/softco.com\/uk\/wp-json\/wp\/v2\/alphabetletter?post=46186"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}