How does a Document Management System work?
It is possible to have the right information in the right place at the right time with the help of Document Management System. That is the basis for the decision-making procedure and thus the prompting of business processes. The faster the correct data/information is accessible, the faster can judgment be made – or more decision and business processes in the same time period. Today, Information is often already available in electronic form – such as on .pdf file, word file, e-mails – but obviously also in the typical paper-based form. The digital archiving of the document management software store these documents in central archive, which is accessible for everyone via the network. Every piece of information concerning the documents is stored in a database The Document Management System later finds the archived document at any time, based on the stored information. This is usually much faster than looking for the originals – that is to say within seconds.
Faster information access and transport Document transport can also take place automatically. The workflow system of a Document Management System can supply consistent caseworkers or groups within the company (or externally) with documents based on specific parameters, e.g. the category, the project number, the client etc. Depending on how and when they finish working on the documents, further workflow steps are activated. A workflow must not be seen as a fixed construct; semi-automatic and manual