Document Management - Buyers Guide

Document Management Services Introduction

Document Management Services are responsible for the computerized arrangement of all your files and documents in an electronic form. A document management service would commonly provide the following core functions associated with the organization of files: metadata, integration, storage, indexing and retrieval, collaboration and versioning. Each component has its well-defined function and serves as a building block for healthy operation.

Metadata: serves as an identifier or tracker of each document stored on the computer. It often stores information related to the user and the date of the file's creation. Metadata is one of the key document management tools that enable immediate information retrieval via keywords.

Integration: Document management services' common aim is to provide easy access to the computerized files. Therefore the organization of documents is often integrated into other applications. This document management tool enables clients to create new files and execute changes within the database, without having to leave the application.

Storage: enables the conversion of volumes of paper-based documents into electronic files. These files are then stored, indexed and updated in the computer enabling easy access and tractability.

Indexing and Retrieval: These two complementary components are indispensable and irreplaceable elements of efficient document management services. Indexing refers to the logical arrangement of files that enables information retrieval through a code of identifiers that characterize the given document.

Collaboration: allows authorized users access to documents and at the same time denies entrance to "strangers". All proficient Document Management Services, guaranteeing the safety and privacy of files, implement this important security measure.

Versioning: refers to the retrieval of older versions of a document. It is an indispensable document management tool in case certain contents require frequent changes and updates.

Thousands of organizations around the globe employ Document Management Services on a daily basis. They offer numerous benefits over paper filing systems that boost work efficiency and enable individuals to focus on their core business. The main advantage associated with document management is the notion of immediately available, indexed files that shatter the clients' worst nightmare about possible loss of information while taking up significantly less space than their paper-based alternatives. Archiving of documents for future use and sharing files with others, while maintaining the highest possible security measures are further benefits that make document management services indispensable for a corporation's efficient daily operation.

The Document Management Services Buyers' Guide provides information on how to select the most suitable option among the available document management services. Furthermore, the Buyers' Guide provides document management terminology, a checklist offering useful guidelines, and a selection of interesting articles related to the topic of document management.

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I had to put some items in storage and didn't know how to choose the best place. Within minutes I received a few phone calls from companies who were happy to help me. What a relief it was to discover this system!

Adrian, Buyer
Devon, UK