Document Management System: How It Improves Office Infrastructure

Aside from promoting modernization, technological advancements also function in making the lives of people easier to deal with especially in the high demands that our society puts on us today. One of the well-recognized technological advancements is the invention of computers. Most people will agree that a computer is the ultimate invention ever made. However, the components that make a computer convenient to use and make it the most intelligent device are the computer system programs that operate in a computer. Both the computer and system programs date back to the 1950s and still continuously flourish and improve at the present time. Today, there are over a thousand computer applications and system programs or software that people can choose for accomplishing specific purposes. It seems that all computer functions can now be supported and enhanced by these applications.

In this article, I will discuss one of the most useful computer system programs for the demands of the workforce. In all industries, organizations, and institutions, all sorts of documents, written or electronic, are a huge part of their systems. Documents store all important pieces of information that are the backbones of all processes. And so, to make the processes easier to execute, a system program is necessary. A well-known computer system utilized by most offices today is the document management system. It was in the 1980s when software systems that can manage paper-based documents were first developed. Aside from paper documents, these systems can also store and track printed and published documents, photographs, and prints. As computer system programs progressed, more advanced systems were developed and introduced, and these can now manage electronic documents, security, and workflow.

At present, a document management system provides fourteen management services and capabilities: storage, metadata, capture, indexing, integration, distribution, collaboration, retrieval, security, workflow, versioning, searching, publishing, and reproduction.

The major role of utilizing a document management system in an office infrastructure is to strengthen its document-based foundation while also guaranteeing easier maintenance, faster notification and distribution of information, and digital approval processes using the fourteen management services and capabilities of this system.

There are several document management system vendors that advertise on the Internet. What you have to consider is the scale of documents that will be managed. There are a few free document management systems which you can download, but the risk is, there is definitely a limitation to the services it can provide. You might want to search for DocuXplorer® and Content Central™, two of the document management system vendors advertised on the Internet and two of the most used.