Enterprise Document Management | DMS

Enterprise document management system provides companies with a digital and comprehensive for organizing documents. At the same time, Enterprise document management also ensures the appropriate security measures, which is slightly not possible in the case of paper documents. On the other hand the manual handling of documents and then keeping the record in the paper form is a difficult job to manage. Every company has to deal with the large amount of unstructured data, which includes various documents, images, accounting records, audit information and product information.

Enterprise document management electronically streamlined the documentation system in a conclusive manner. It is used to store, edit and track the data and documents and also enables the proper security system.

With the help of ECM software, employees can conveniently access and exchange information. From the administrative point of view, ECM enables the full administrative control that allows the administrator to restrict the user privileges based on their role.

Enterprise document management is fully compatible with the most types of document file systems, including MS office office productivity suites (.doc, .xls, .odf and others), image files (.jpeg, .tiff, .png, etc.), email web standard (.xml, .html), CAD, etc.

ECM provides the most convenient solution to effectively organize and manage the large amount of data and content without any sort of interruption.

Every business can significantly benefit from by adopting the smart technological solutions to get the things done instantly. Here the Enterprise document management comes into the equation, as it greatly facilitate the firms at the every level.

 ECM brings the efficiency inside the organizational structure, as it makes the distribution of information all across the Organization and enables delicate workflow. It also provides the dedicated resources to instantly find, manage and share the information with the help of search, filtering and tagging.

How Document management system (DMS) enables you to achieve your business goals

Managing data in the paper form is one heck of a job. The arrangement of documents in the paper form and then maintaining the record in the file is a time-consuming process, and with the paper documentation, there is always the threat of damage or loss. This is where companies could really use the help of the Document management system.
Document management system (DMS) offers an alternative and effective solution to paper documentation.

Document management system is the process of storing, managing and keeping the track of the documents in the electronic form with the help of computer system and software.It offers the most viable solution for the content management that provides the comprehensive management and the avid control of the documents.The wholesome applications of DMS make it suitable for the organizations of any scale, ranging from the standalone systems to the large scale enterprises.Keeping the vast development of technology in the view, every organization should be apt to exploring and utilizing of best resources available at the disposal. The implementation of the DMS system makes the access to information convenient and simple. On the top of that, it offers enhanced security and better backup and disaster recovery option.    Established in 1987, Laserfiche Enterprise Content Management software is providing its services worldwide. Based in California, Laserfiche Enterprise Content Management software has brought the innovation in document management, by transforming the ways how organizations should manage the information. It provides the reliable digital document management solution, which is not only affordable but also gives organizations an edge to achieve better business results.Laserfiche content management solutions will empower you to take delicate and complete control of your information and processes that will eventually increase the value of your business. For further details,visit: www.laserfiche.com

Why there is a need of records management system...

Records management is an electronic system for recording all the data for any organization and also stresses upon the life cycle of a business. Laser fiche provides you with the best data records system and highlights how the information is created, stored, shared, tracked and protected. We assure you with the best management system for your business with no query not default.

Electronic records management software highlights the applications of this strategy, and also helps to management the life cycle of an organization or business. It works automatically and supports the compulsion of consistent, organization-wide records policies, simplifying compliance with federal, state and industry regulations.

If you have decided to switch on to ERM ( Electronic records management) , than you  should follow the following procedure:

1.     Develop an information governance strategy:  

 Before switching on to electronic records management system you need to design a very precise governance strategy containing the capital employed and all the content of the organization with deciding the criteria that who will have access to it and who will design it.

A precise governance structure or strategy might:

·      Influence employees to work efficiently and effectively as they might have the access of any information they need.

·      Identifies which user groups have access to the information and gives appropriate security within ERM.

However, Records management is a very critical part in the governance strategy, the organization might need professionals for the information who can incorporate records.

Before the implementation of an electronic record management system, it is very important to make a plan of who will have access to the information.

  Laser fiche has the best records management system software for organization’s around the globe.

        

Importance of Enterprise content management...

Enterprise Content management...

Enterprisecontent management is a software widely used which helps different organizations to manage their documents and information electronically, it also allows the structured information to be spread among the teams and departments very easily. Unstructured documents for e.g. word files, images, reports can be stored and made accessible to the right person at the right time.

There are 5 key elements on ECM solutions which are important for this software:

1.     Capturing documents digitally:

                                                  For managing the content of an organization there should be a digital system for capturing the documents in a digital form. They can be any sort of documents to be captured or stored for e.g. invoices and the research reports which can be stored digitally and is easy to manage and import documents in an electronic form. The normal everyday methods to capture the data are very expensive and also time consuming.

2.     Store documents in digital repository:

                                                             In order to withstand overcome adverse conditions, organizations can easily store any critical or authentic documents for a business in a digital repository which intends to store the data and also manages, it also allows the users to save data in a flexible folder for long time, if data is saved manually on pages it can be misplaced but documents saved electronically have an advantage for long term.

3.     Retrieve Documents:

                                After the storing of documents, we can;

·      We can find any document using the full text search, which related to the document management system through which data is management and then we can store it and view whenever needed.

·      Can identify specific words for phrases in the document to search.

·      Can also use the current search techniques that with names of the users who have checked or viewed that document.

4.     Automate document driven processes:

                                                              Enterprise Content management

Enterprise content management is a software widely used which helps different organizations to manage their documents and information electronically, it also allows the structured information to be spread among the teams and departments very easily. Unstructured documents for e.g. word files, images, reports can be stored and made accessible to the right person at the right time.

There are 5 key elements on ECM solutions which are important for this software:

1.     Capturing documents digitally:

                                                       For managing the content of an organization there should be a digital system for capturing the documents in a digital form. They can be any sort of documents to be captured or stored for e.g. invoices and the research reports which can be stored digitally and is easy to manage and import documents in an electronic form. The normal everyday methods to capture the data are very expensive and also time consuming.

2.     Store documents in digital repository:

                                                                   In order to withstand overcome adverse conditions, organizations can easily store any critical or authentic documents for a business in a digital repository which intends to store the data and also manages, it also allows the users to save data in a flexible folder for long time, if data is saved manually on pages it can be misplaced but documents saved electronically have an advantage for long term.

3.     Retrieve Documents:

                                     After the storing of documents, we can;

·      We can find any document using the full text search, which related to the document management system through which data is management and then we can store it and view whenever needed.

·      Can identify specific words for phrases in the document to search.

·      Can also use the current search techniques that with names of the users who have checked or viewed that document.

4.     Automate document driven processes:

                                                                   Automation helps organizations with the manual tasks for e.g. photocopying, hand delivering, and dropping. Some ECM software’s also have these digital features which enables:

·      Documents automatically to the right people at the right time.

·      Alert the staff members when any documents need to have their attention

·      Recognize the errors before the work has finished or maybe complied.

An example might be purchase orders must be signed, records must be archived, or employees vacation requests must be approved or denied. Automation role is to move these steps into a reviewing process in order to specify them and at the end results there are more cost effectiveness.

5.     Secure documents and reduce Organizational risks:

                                                                                          It helps to secure all the documents and an electronically digitalized manner and is useful for a long term method for saving and securing data. It reduced the risks for an organization for saving the data manually as it is saved on manual basis than there won’t be any assurity for the document saving but the digitalized method enables documents to be stored in an organized manner.

Enterprise content management software is very useful for many organizations to store their data in an organized manner in order to save it for a long time. These advantages are important for compiling any kind of documents relating the organization itself maybe the employees or the consumers, but it enables users to have access their documents in any best possible way.

                                 Automation helps organizations with the manual tasks for e.g. photocopying, hand delivering, and dropping. Some ECM software’s also have these digital features which enables:

·      Documents automatically to the right people at the right time.

·      Alert the staff members when any documents need to have their attention

·      Recognize the errors before the work has finished or maybe complied.

An example might be purchase orders must be signed, records must be archived, or employees vacation requests must be approved or denied. Automation role is to move these steps into a reviewing process in order to specify them and at the end results there are more cost effectiveness.

5.     Secure documents and reduce Organizational risks:

                                                                                  It helps to secure all the documents and an electronically digitalized manner and is useful for a long term method for saving and securing data. It reduced the risks for an organization for saving the data manually as it is saved on manual basis than there won’t be any assurity for the document saving but the digitalized method enables documents to be stored in an organized manner.

Enterprise content management software is very useful for many organizations to store their data in an organized manner in order to save it for a long time. These advantages are important for compiling any kind of documents relating the organization itself maybe the employees or the consumers, but it enables users to have access their documents in any best possible way.

                                  

benefits of document management...

Document management

Document management is a software which stores documents easily in folder structures. Through this software we can find our documents in a précised and orderly manner, we can find our documents within an organized folder structures. It happens with all of us our documents get misplaced and we spent hours to find it which is time consuming with the help of this software we can store our documents and review them for a long term basis. Employing a document management software hosts certain advantages:

1.              Document / File repository:

                                              It serves as a central repository for all your documents which can be accessed anytime, reviewed, changed and even share with others.

2.              Anytime wherever access:

                                              With this document management software user can access their documents whenever and wherever regardless of any device used which is particularly handy.

3.              Better organization:

                                   With tags, categories, sub categories, and meta data to mark your files and documents, and becomes very easy to recognize, organize for future.

4.              Time cost efficiency:

                                    Employee efficiency is time saving and money saving because documents are saved electronically no manual work is required.

5.              File sharing:

                    With DMS, users get to share their documents with colleagues, regardless of their location. They control with whom to share documents with and files can also be shared through links or maybe publishes on web.

Document management allows users to gain high advantages by saving their important data and documents in an electronic and useful way for long te

Document management Workflow is growing and shrinking the budget..

Seven years ago, Durham country began replacing paper with the electronic documents in its social services department and storing, managing the data itself and incorporating them into a digital workflow management process. 

“It has typically changed the way the department operates” said Jerry Sawyer, the company’s senior program analyst. It frees up the man power and human resources department to do other things and also the case workers so that they can fully concentrate on the client service. Today, the digitization has uphold the full brown-case management program and it has been extremely successful that the other remaining eight department have now implemented document management system and workflow tools from Laserfiche which the social services department uses.

The country’s social services department has been using the document workflow tools for the digital case management which saves their time and money as the right documents will be provided to the right client and will reduce the paper work and the manual work this will lead to the reduction of cost. Located in North Carolina’s research triangle in which Durham is one of the fastest growing countries in the whole nation. Therefore, the revenues and man power are not growing up by the demands placed on its government by the rapidly increasing population. 

Why there is need of Records management system?

Records management is an electronic system for recording all the data for any organization and also stresses upon the life cycle of a business. Laserfiche provides you with the best data records system and highlights how the information is created, stored, shared, tracked and protected. We assure you with the best management system for your business with no query not default.

Electronic records management software highlights the applications of this strategy, and also helps to management the life cycle of an organization or business. It works automatically and supports the compulsion of consistent, organization-wide records policies, simplifying compliance with federal, state and industry regulations.

If you have decided to switch on to ERM ( Electronic records management) , than you  should follow the following procedure:

1.    Develop an information governance strategy:  

 Before switching on to electronic records management system you need to design a very precise governance strategy containing the capital employed and all the content of the organization with deciding the criteria that who will have access to it and who will design it.

A precise governance structure or strategy might:

·      Influence employees to work efficiently and effectively as they might have the access of any information they need.

·      Identifies which user groups have access to the information and gives appropriate security within ERM.

However, Records management is a very critical part in the governance strategy, the organization might need professionals for the information who can incorporate records.

Before the implementation of an electronic record management system, it is very important to make a plan of who will have access to the information.

  Laserfiche has the best records management system software for organization’s around the globe.

        

Reorganize Documents with Laserfiche Workflow

When Laserfiche 7 becomes laserfiche 9, it was decided by Chesterfield County to reorganize their old repositories, which contains documents related to technology purchases and reorganized with Laserfiche workflow. Before the reorganization, the County faced few number of challenges, which have older or incomplete records.

Initially, the repository was meant to store only one type of document, for which everything get stored in a root folder. With the time being when other types of documents added in it, confusion was being created. The County had new plans for it. They wanted to create hierarchy of folders depending upon type of document, so that any type of folder can be stored. They wanted to create a single folder which contain all types of documents in hierarchal order, like a single folder contains all department folders and furthermore they are divided accordingly. Furthermore, they wanted to add numbers to the ‘status’ folder to follow the order of it.

Laserfiche workflow had the solution which moved all the documents into new folder. The workflow provides record management and provide route path to specific folder which is dependent on completion of the number of metadata. Now the documents are moved with “status” folder with all metadata within new folder structure. There is also a special folder which contains documents with partially filled in metadata, in which employees can manually correct the data. Documents with no metadata present in the folder which is named as “No metadata” This folder contains about 10 years old projects, therefore updating them with metadata is least prior. This workflow shows excellent record management system which provides complete document management in efficient manner.

Source: Reorganize Your RepositoryLaserfiche Workflow

The Tech Company That Promotes Balance in Work and Life.

Laserfiche, a leading technology company that promotes independent thinking and a positive attitude among employees with balance between work and life. The main goal of Laserfiche is to provide document management system and management of software that is designed for transforming paper documents into digital, this resolves the difficulty that may face by employees of companies in daily routine. Employees can also share the digital documents and managing their records without paper consumption. Altogether 350 employees are currently working at Laserfiche. It is situated near Long Beach which has plenty of advantages. Laserfiche focuses on creativity and entrepreneurial thinking where also employees are not supposed to compromise their personal life and family.

Laserfiche provides free lunches daily and keeps offices stocked with snacks. The company also provides bi weekly yoga classes and involve extracurricular activities to employees. With the benefits managers expect their workers to sincerely and full responsibility that brought new heights to the business.

Source: Laserfiche keeps tech employees happy with focus on work-life balance

Higher Education Challenges Are Now Resolving

The business Process Library is introduced by Laserfiche that is exclusively designed to provide record and document management services for educational institutions. It has pre-built forms-based business process templates which are designed to reduce the work load of organizations to deploy faster automation. It reduces the work of employees and also provides efficient record management system.

The Business Process Library has a large inventory of process diagrams, workflows, template fields and reports that can be reconfigured to an institution's specific requirements to aid such administrative functions as application review, transcript processing, changes of major or minor and diploma requests.

The BPL has flow diagrams, template fields and reporting system that can be easily configured according to institution’s requirement, to facilitate users like reviewing their applications, transcript processing, and other important functionalities. Not only this but for higher education package include the following features:

·                  Course add or drop requests;

·                  Faculty and staff requisition;

·                  FERPA authorization;

·                  Transcript evaluation; and

·                  Tuition payment agreements.

Functions can be customized so, for instance, some can be accessed on mobile devices and others cannot and to accommodate the varying demands for authorization. Once each process is complete, built into the system is archiving of documents on a predetermined retention schedule designed to meet compliance requirements.

Functions can be customized as per need; this system also fulfil the needs to meet requirements that are required for compliance. Like it has characteristic for record management, where the system can archive documents on predefined retention schedule.

Texas University is one of the pioneer user of Laserfiche which share the services across 11 campuses, 3 state agencies and a healthcare centre. They are very satisfied as they stated that Laserfiche BPL saves their employees valuable time which allows them to invest that time in other productive operational duties in efficient manner.

Source: Laserfiche Debuts Higher Ed Package of Business Automation Processes

What are the most highlighted benefits of using document management system (DMS)

Organizations will ask the benefits of document management systems to them before investing into new technology. But like any other tool Document management system DMS rests entirely on how to use it. There are several advantages on using document management system :

1.       Reduce mailing costs :

                                      It is the most basic impact on every organization, before the usage of document management system you will have mailing costs to pay. But after using this software you will have few costs or maybe no costs in some situations. The costs will reduce up to certain point which will affect the efficiency of the business and it will increase on higher levels.

2.       Enable staff to work more efficiently:

                                                            Efficiency can’t be measured through dollars but yeah in some cases it can be. The HR department might hire employees to manage the company increasing department staff. However using DMS the HR department will be able to automate  posting jobs on third-party career sites, data entry and filing. By automating these manual tasks the HR department was able to hold off on hiring new team members.

3.       Minimize the risk of Record keeping Fines :

                                                                       A quality DMS does more than just help you go paperless. Beyond eliminating the need for employees to take time manually filing records, it can also help you comply with recordkeeping requirements.

These are some major and highlighted advantages for any organization of the benefits of using and investing in Document management system (DMS). 

Source : 

5 Ways Document Management Systems Can Improve the Bottom Line

What are the key benefits of Document management?

Document management is a software which stores documents easily in folder structures. Through this software we can find our documents in a précised and orderly manner, we can find our documents within an organized folder structures. It happens with all of us. Our documents get misplaced and we spend hours to find it which is time consuming, with the help of this software we can store our documents and review them on a long term basis.

Employing a document management software hosts certain advantages:

Document / File repository

It serves as a central repository for all your documents which can be accessed anytime, reviewed, changed and even share with others.

Anytime wherever access

With this document management software user can access their documents whenever and wherever regardless of any device used which is particularly handy.

Better organization

With tags, categories, sub categories, and meta data to mark your files and documents, and becomes very easy to recognize, organize for future.

Time cost efficiency

Employee efficiency is time saving and money saving because documents are saved electronically no manual work is required.

File sharing

With DMS, users get to share their documents with colleagues, regardless of their location. They control with whom to share documents with and files can also be shared through links or maybe publishes on web.

Document management allows users to gain high advantages by saving their important data and documents in an electronic and useful way for long term.