What is a Document Management System?

In the not-too-distant past, document management was one of the technologies that was offered purely on a standalone basis.

As document management imposes controls and manages one’s capabilities onto documents.

Fotopia Technologies has highly efficient document management tools to build a document management system.

As the document management process is basically controlling the whole life cycle of documents within your business.

Including how documents are created, evaluated, and published, as well as how documents are finally discarded, archived or kept.

Even if the word “management” gives the impression that information is governed by decisions made at the highest levels of an organization.

An efficient document management system must take into account the traditions of the company or business that employs it.

The document management tools that you use should have enough flexibility.

To allow you to either implement a system with a more loosely structured hierarchy or tightly control the life cycle of a document.

Definition of document management system.

Document management is the process of storing, managing, and tracking electronic documents and electronic images of paper-based information that are captured through the use of a document scanner.

This process is frequently referred to as Document Management Systems (DMS), which stands for Document Management Systems.

The process of storing, managing, and keeping track of your company’s electronic records is referred to as document management.

Now that we know what document management is, we can define it as the software that controls and organizes documents throughout an entire enterprise.

In addition, the procedures that are utilized to keep track of documents, store them, and exercise control over them.

some of the most fundamental functions related to content management. 

Because of this, if you have any documents and find that you need to use them for something, you will be able to do so.

Other types of document management system?

• Content Management.

This sort of document management system is frequently referred to as web content management.

Since its primary focus is on the process of creating, updating, organizing, and providing material to users.

Indexing, searching, and publishing are three functionalities that are generally included in content management systems.

• Management of the Workflow.

When it comes to document management technologies that are focused on workflow, automation is the name of the game.

Workers are freed up to focus on activities that are higher on the degree of complexity as a result of the fact that these systems automate repetitive, content-based operations.

• Record Management.

The terms “governance,” “risk,” and “compliance” are frequently connected with “record management,”

Which refers to the process of overseeing the creation, maintenance, and destruction of documents.

The healthcare industry, which is highly regulated, is a notable example of one that uses these kinds of systems.

• Document Imaging.

The use of paper is still prevalent in some businesses, which is why document imaging systems were developed.

These applications can scan, gather, organize, and manage digital images that have been converted from paper documents.

• Enterprise Content Management.

Enterprise content management systems go one step farther than traditional content management by putting an emphasis on data in addition to content.

These systems provide content in its proper context by incorporating components of other types of document management systems.

such as workflows, processes, and business rules, amongst others.

Why is document management important?

The following is a list of some of the most remarkable document management system features:

Audit trail, which enables reconstruction of who made what changes to a document and when they were made while the document was in use within the system

Why choosing Fotopia?

We are introducing the ultimate enterprise document management tools with Fotopia and Microsoft 365.

That enables you to easily collect, index, export and archive documents from multiple sources like physical.

Along with, digital documents, email, local drives, cloud systems, etc.. into a single controlled document management system.

Along with the flexibility to edit and collaborate with your fellow employees directly on the cloud, all while keeping the security features of Microsoft 365.

Building your document management system on Microsoft 365 with Fotopia also allows scalability as you can start with one user and grow it up to thousands on your document management system.