
What Is Document Management? A Complete Overview
Discover key features, benefits, and top software solutions in document management to streamline operations, enhance collaboration, and improve data ...
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Remotely monitor and control equipment with real-time data to predict issues, boost efficiency, and reduce downtime.
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Nearly every organization is using or needs to be using some form of document management software. But it can be challenging to find the right solution — or confirm you’re already using the right one. So we’ve answered all your questions about document management solutions right here, so you have the most up-to-date information. Here’s everything you need to know about document management software and tools in 2024.
Document management is the process of storing, organizing, managing, and tracking digital documents in a systematic manner. Using specialized software and tools, businesses can manage the entire lifecycle of documents from creation and collaboration to storage, retrieval, and disposal. The primary goal of document management is to ensure that documents are easily accessible, secure, and up to date.
Document management software (also known as DMS) is a specialized platform designed to facilitate the electronic storage, organization, retrieval, sharing, and management of digital documents within an organization. It provides a centralized and structured approach to handling documents, replacing traditional paper-based filing systems with efficient, secure, and scalable digital solutions. Document management software typically includes a range of features and functionalities to enhance document-related workflows and collaboration.
Document management software can benefit an organization in many ways. It improves document organization and accessibility, enhances collaboration and version control, streamlines workflows, increases productivity, contributes to sustainability initiatives, and enhances security and data protection.
Given that we’re living in an increasingly digital world, nearly every organization can benefit from documents management software. But it is especially useful for businesses that deal with a significant volume of documents such as law firms or construction and engineering firms. Document management software might be right for your organization if you need:
The process by which a business manages its documents is often dictated by the organization’s unique needs. But there are a few best practices business can follow, including:
When it comes to electronic document management solutions, there are a variety of options to choose from. Below are several types of document management systems, but there is some crossover between categories.
There are numerous document management tools available in the market, each with unique features and capabilities. Microsoft SharePoint is a widely used document management and collaboration platform that integrates with Microsoft Office. And Google Workspace is also popular, providing cloud-based document management tools. These systems, however, are fairly high level and might not provide the specific features needed by a given industry. Engineering firms, for example, might need to invest in document management software like Meridian or RedEye, which offer features specific to the field.
Amtrol-Alfa | Worthington Industries, a leading manufacturer of returnable pressure tanks in welded steel for LPG, Refrigerant, and Technical Gas industries, needed to maintain construction standards and regulations like ISO 9001, which require evidence of document control and document management. Amtrol-Alfa was looking for a solution that would guarantee legal compliance and meet the requirements of ISO 9001. Additionally, they wanted a tool that would help their teams organize and categorize drawings and documents, allowing them to be easily searched and identified later. To address these needs, Meridian has helped them with:
Snowy Hydro Limited is an energy provider, operating 16 power stations, and delivering over 5,500MW of generating capacity across New South Wales, Victoria, and South Australia, had challenges in managing a vast collection of old, complex assets with a lot of critical legacy asset data stored and duplicated across a number of different systems. The energy provider sought RedEye solution to streamline its asset management practices, and be the catalyst for digitizing key business workflows as part of its digital transformation.
Since adapting RedEye, Snowy Hydro introduced new drawing and digital engineering standards. This adds ongoing value to their engineering drawings, by ensuring information is kept up to date in a consistent way.
DMS enhances collaboration by providing a centralized platform where team members can access, edit, and share documents in real-time. Features like version control prevent conflicts and ensure everyone works on the most current document, while permissions settings allow for secure collaboration with internal and external stakeholders.
When selecting a DMS, consider the following essential features:
User-Friendly Interface: Ensures ease of use and quick adoption by staff.
Robust Security Measures: Protects sensitive information through encryption and access controls.
Integration Capabilities: Allows seamless connection with existing software and workflows.
Scalability: Accommodates organizational growth and evolving document management needs.
Compliance Support: Assists in adhering to industry regulations and standards
Yes, many Accruent DMS solutions offer integration capabilities with various software applications such as email clients, customer relationship management (CRM) systems, enterprise resource planning (ERP) platforms, and productivity suites. These integrations streamline workflows, reduce data silos, and enhance overall organizational efficiency.
Discover key features, benefits, and top software solutions in document management to streamline operations, enhance collaboration, and improve data ...
Discover the importance of document control for efficient management, version control, compliance, and streamlined workflows.
See how this cloud-based, pre-validated engineering document management system (EDMS) can solve your greatest document, validation, and compliance ...
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