| Document management is an opportunity for increased profitability |
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| Document management, also known as content management, is the systematic approach to digitizing, storing, managing and retrieving documents. |
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| 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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| A DMS 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. |
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| Hardware capture |
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| 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 DMS. |
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| The hardware capture device can be anything from a digital camera to a scanner to a multifunction printer. Features to consider in hardware capture devices include: |
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| 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. |
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| Interpolated resolution: the ability of the scanner’s software to enhance document resolution after it is scanned in. |
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| Color depth: important when dealing with images or color documents, the higher the color depth (24-bit is standard), the better the image quality. |
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| 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. |
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| Duty cycle: this determines how many scans a scanner can process in a day. |
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| Once the information is captured electronically, it will need to be stored efficiently. |
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| A well-planned and implemented DMS ensures that documents are easily filed, indexed, retrieved, edited and archived. And will deliver improved productivity, greater regulatory compliance, increased security, better customer response, a reduction in physical storage space and enhanced business continuity. |
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| Organizations of all sizes and from virtually every industry have benefited from implementing a DMS. The technology is an effective solution that saves time and ensures a fast return on investment. |
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