Top 3 Practices To Follow While Investing In A DMS In the present scenario, using document management systems is one of the most popular trends both among small and large scale business owners. A document management software is one of the most efficient outcomes of all the technological advancements of the recent times. This is a new age software that helps convert paper files into digital documents by capturing those and store all the information in a central repository. It was during the early 80’s when the popularity of document management systems reached its peak. This was mainly because large enterprises, across the globe, started to use technology in order to convert paper documents into digital ones. This, undoubtedly, helped reduce the workload for all the employees by reducing the usage of papers. Although by now using a DMS is quite popular a practice, there are still many business owners who fail to reap the maximum possible benefits of these high end solutions. At times, even if they themselves are aware of all the technicalities, they fail to explain the same to the employees who will be actually using it. Well, it’s quite obvious that when you are investing in a solution, you would like to make the best possible use of it. Here are some of the best practices that every document management user should follow in order to reap the maximum possible benefits –
Documents capture– A document management solution that has been designed following the latest technologies, should be able to capture different types of files. Before implementing a software, the user must be aware of the fact that the system is able to recognize the images from the multifunctioning printing tools as well as scanned documents. Moreover, you should also check if the DMS software has optical character recognition capabilities (OCR) since it helps read texts in documents. Make sure you invest in a document management software that has been designed keeping the latest technological advancements in mind.
Metadata detection – Once a document management software captures a file, it detects the metadata of that particular document automatically. However, this feature is not mandatory for all the software and hence, you should be careful enough while choosing one. It’s essential for any DMS to capture the metadata since it reflects a short description about the captured document. This helps employees retrieve the documents easily and quickly. They can simply use the keywords that have been specified in the metadata while looking for a specific document. Therefore, while investing in a document management software, you should choose a solution that detects metadata and is also equipped with OCR.
Enough storage capacity – One of the most relevant and effective practices that each and every document storage software or DMS should follow is to check the storage specifications of a software. A DMS is supposed to store vast quantities of data. But then, it’s advisable to choose one based on your specific requirements. This ensures you can get the best possible value for your money.
These are some of the best practices that you should follow if you are going to invest in a DMS. (Article Source: https://ricohdocs.wordpress.com/2016/09/15/top-3-practices-to-follow-whileinvesting-in-a-dms/ )