- What Is Document Management?
- Document management, also known as content management, is the systematic approach to digitizing, storing, managing and retrieving documents. [+] Read More
- Document management, also known as content management, is the systematic approach to digitizing, storing, managing and retrieving documents.
A document management system (DMS) allows an organization to be more efficient. It decreases the time required to perform every aspect of a traditional paper-based filing system. This ultimately allows greater employee productivity, improved customer service and the opportunity for increased profitability. In addition, a DMS offers significant environmental benefits and cost reductions associated with reducing paper needs.
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- Which Document Management Options Are Right For Me?
- A document management system begins with gathering multiple forms of documents. These documents may be a hard copies—physical pieces of paper—that need to be electronically captured (hardware capture) or forms that are filled out through electronic means (software capture). You then need to consider how best to safely and securely store this information for quick and easy retrieval. [+] Read More
- A document management system begins with gathering multiple forms of documents. These documents may be a hard copies—physical pieces of paper—that need to be electronically captured (hardware capture) or forms that are filled out through electronic means (software capture). You then need to consider how best to safely and securely store this information for quick and easy retrieval.
Hardware Capture
Hardware capture refers to the various devices that are used to convert a physical document into an electronic document, so that it can become part of the document management system.
The hardware capture device can be anything from a digital camera to a scanner to a multifunction printer. These devices can be relatively simple and inexpensive, ideal for small-scale office environments. They can also be designed for complex corporate operations, spanning multiple locations with advanced systems and processes.
Features to consider in hardware capture devices include:
Optical Resolution - indicates the resolution of the document image being captured. Optical resolution is measured in dots per inch (dpi). A typical scanner will offer resolution of at least 300 dpi. However, most have much greater resolution if needed.
Interpolated Resolution - the ability of the scanner’s software to enhance document resolution after it is scanned in. Typically used to enhance graphs, charts or photos, the software can smooth edges and ensure greater picture quality when the image is enlarged.
Color Depth - important when dealing with images or color documents, the higher the color depth (24-bit is standard) the better the image quality.
Simplex vs. Duplex - refers to the ability of a scanner to scan one side of a document (simplex) or both sides of a document (duplex) at the same time.
Duty Cycle - also called Daily Duty Cycle (DDC), this determines how many scans a scanner can process in a day. This is particularly important in large-scale document-scanning operations. Users that exceed the DDC limit may void the equipment warranty.
Software Capture
The biggest concern of a document management system is its usability. Documents need to be easily filed, indexed, retrieved, edited and archived. Users can be granted permission to review and edit specific regions of content. Records can be kept regarding the document editor, what was edited and when. CDW-G works with a number of vendor partners who have effectively positioned themselves to serve the varied document management needs of diverse organizations. DMS solutions are often based on the size of the organization.
Storage Solutions
Once the information is captured electronically, it will need to be stored efficiently. Integrating the information into your existing archiving practice is key to achieving the maximum efficiencies and cost savings of your document management system.
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- Why Should I Consider Document Management Solutions?
- Organizations of all sizes and from virtually every industry have benefited from implementing a document management system. The technology is an effective solution that saves time and ensures a faster return on investment. Particular areas of efficiencies gained include: [+] Read More
- Organizations of all sizes and from virtually every industry have benefited from implementing a document management system. The technology is an effective solution that saves time and ensures a faster return on investment. Particular areas of efficiencies gained include:
Improved Productivity - Research from PriceWaterhouseCoopers indicates the following:
• The average document is copied 9 times.
• Nearly 7.5% of all documents are lost.
• About 3% of all documents are misfiled.
• Companies spend about $220 in labor to reproduce a lost document.
• Employees spend 5-15% of their time reading information and up to 50% looking for it.
• The average worker spends 13 hours a year searching for lost documents.
These statistics quickly highlight the productivity gains that can be realized from a document management system. Larger organizations see additional productivity gains as office administrators, with primary functions of filing and managing contracts, invoices, receivables etc., can now be repurposed to focus on other areas of the business.
Improved Compliance Posture - Compliance regulations, both internal and external, have outlined more stringent rules that span both paper and electronic information in terms of how the data is shared, reviewed and stored through its lifecycle. A document management system is a proactive approach to help manage all information including when the document was created, when it was deleted, who accessed the data, when it was accessed, what changes were made, etc.
Increased Security - Once the document becomes digitized, organizations can more effectively secure the data. By applying policies that enforce who has access to the document, you can restrict unauthorized individuals from reaching sensitive information. To reduce data leakage, you can also set security policies that limit what information can be e-mailed, copied, printed, etc.
Competitive Advantage - Organizations who implement a DMS can access information faster. This enables them to respond to customer requests more quickly and efficiently, thus improving the overall customer experience.
Reduce Physical Storage Space Required - A DMS allows organizations to see cost reductions by regaining office space as they reduce or eliminate the need for filing cabinets. In addition, costs for consumables such as paper, copier ink and toner, etc., typically decrease. Reductions in shipping and postage costs also occur as organizations with multiple locations electronically send and retrieve signed documents such as contracts or time cards..
Enhanced Business Continuity - An electronic document management system makes it easier to integrate important documents and information into your business-continuity strategies and recover them faster in the event of a disaster.
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- How Can CDW-G Help Me Get Started?
- CDW-G has developed a simple, yet comprehensive approach to document management solutions that has proven successful for organizations of all types. [+] Read More
- CDW-G has developed a simple, yet comprehensive approach to document management solutions that has proven successful for organizations of all types.
Step 1: Engage Your Account Manager
Your CDW-G account manager and certified Document Management Software Specialist, will work with you to assess your current and future environment and deliver a DMS solution that includes the right mix of hardware, software and services.
Step 2: Assess and Design
We begin by working with you to assess your existing environment and future data needs. We then complete a thorough analysis of your workflow processes. Based on this detailed study, CDW-G will suggest a best-in-class DMS solution.
Step 3: Implement
CDW-G takes a comprehensive approach to DMS implementation, installation and integration. Working with your management team, we will design detailed processes geared to your environment, drawing from our large in-stock inventory of products. We work with multiple vendors to deliver a proven best-in-class document management solution that fits seamlessly into your IT environment. We also offer complete software configuration and installation.
Step 4: Manage
CDW-G's commitment to your document management solution continues long after your purchase. Certified technicians offer 24x7 telephone support for ongoing management needs. And you can always access online tech support through your “My Account” tab above. The My Account area also serves as an around-the-clock extension of your account manager, detailing your pricing, order status, account history and more.
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