DOCUMENT MANAGEMENT SOFTWARE
Softweb Technology provides Document Management System.It is the handling of documents wherein the information is created, shared, organized, and archived appropriately. The software solution streamlines this process to improve the productivity of your business’ way of managing files digitally. Its central electronic location makes documents and information easy to find which saves your time so you can manage more of your company’s core operations.
Benefits of Document Management System
- Receiving- Gain insights into shipments that have been delivered, but that are not yet at their final location. Make sure items at low stock levels are staged and put away first, reducing the impact of out-of-stocks and inefficient fulfillment processes.
- Put-Away- Know the location of all inventory on your shelves.
- Picking- Improve error-proofing and productivity in the picking process.
- Workers receive their picks on a mobile device that routes them to the proper location.
- Scanning items when you pick them verifies that the right item at the right quantity is picked.
- Packing- Ensure the accuracy of each order that is picked and reduce material costs by determining the right sized shipping carton.
- Shipping- See that each order is properly packaged and shipped to the right destination and delivered on the right date.
Features of Document Management System
- Document storage-Archive your files in a single vault for easy retrieval, storage, and sharing for future use. Centralizing this process ensures relevant information is immediately accessible when needed.
- Security and access control-Avoid unauthorized access by implementing role-based permissions for file entry. Some software programs also restrict IP addresses. This ensures only the right people can open, view, and modify certain files.
- Version control-Stay in control of your document’s versions without having to maintain multiple copies of a single document. It lets you see all the versions made and alerts every member of the most up-to-date version.
- Indexing and classification-Index files systematically for a quick, easy retrieval later on given its file key.
- Bulk upload-In most cases, documents come in bulk. Uploading them one by one is time-consuming. With the software, you can upload everything in one go more efficiently.
- PDF document editor-Applying adjustments and modifications to a PDF file is made simpler. Add text, textbox, date, and check bar for customizations. You can also make notes and eliminate typo errors with an online spell checker.
- File synchronization-Sync online files with the copies of documents stored in your system. This is essential in updating your team with the latest documents.
- Mobile apps-Access your files even when you are using a tablet or mobile device. This also simplifies image capture of documents and quick uploads.
Types of Document Management System
- Cloud based-The software is hosted by your provider and it is accessible online. Logging in the system is possible using any device as long as you’re connected to the internet. The payment for the service, which is usually based on the amount of storage, number of users, and included features, is charged on a monthly fee and billed manually in most cases. The provider also takes care of software maintenance and upgrades at no additional costs. Some factors to consider before choosing a cloud-based software is your dependence on your internet connection and provider when it comes to the data center. Meanwhile, its benefit is not requiring an IT team for installation and keeping it running properly. Tapping into the system can also be done anywhere and anytime while files are automatically saved in the cloud which mitigates the need for regular backups.
- Self hosted-In this setup, the document management system is stored on your own company’s servers. You may store as many files as your server allows. Its pricing plan generally comes at a one-time cost (which may base on your organization’s number of users.) Most self-hosted systems have a price range of at least several thousand dollars. Some systems charge the installation fee and initial software fee. There may also be additional license fees for every user. For ongoing support and upgrades, you may be charged with optional yearly payments. Its challenges come on regularly backing up files manually. Not all of these systems are compatible with Mac and Windows computer so you must double-check and ask if the service you’re eyeing is compatible with your devices. Meanwhile, it’s suitable for users who value being in control with their own system without relying on others to keep it running.