Document Management: What is it and can it help me?

By A1 Computers And Service – 2012

Talking about documents and document management is not going to help you be the life of the party at some gathering. However, a good understanding of document management can make your life or businesses more efficient, more organized, and save you money.

Document Management Definition:

A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). 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. (Source: Wikipedia, the free encyclopedia)

A good document management strategy can help you to stay organized. By being organized you are more efficient therefore saving time and money. I use PaperPort 14 myself to scan and store all my receipts from my business for tax purposes. I also use it to scan and store all my bills I pay along with the copies of checks written. I use it to store any information or receipts from online purchases. It is all neatly saved into an indexed database that is fully searchable. So if I ever need to recall an invoice from Comcast cable I just type “Comcast” into the search function and everything I have saved relating to Comcast is pulled out and displayed for me.

Setting up and getting started with any document management software package can be a little intimidating; but once you get through the setup and learning curve and start to use the package you will find it very easy and you’ll love never having anything misplaced again.

So how do we go about this? Document management is a two-step process.

Step 1: Scan or Download your document to your computer.

Step 2: Index and save the document into your document management software.

There are plenty of good options to use for document management. They range from relatively easy for the home or small business owner to complex systems that are designed for larger enterprises that need to manage hundreds of thousands of documents.

Here are some good options for a home or small business starting from the simplest and working are way up.

Presto! PageManager 9 and it is available for both Windows and Mac.

PaperPort 14 by Nuance (makers of Dragon Naturally Speaking) Windows only

eDoc Organizer Home and Business Windows only

 

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