How modern document management works from within the Cloud

In the course of digitization, more and more administrations, authorities and enterprises are starting to use electronic document management. It is supposed to make processing of information easier and therefore business processes more efficient. Document management primarily describes the data-based administration of electronic documents. All documents are digitized in various formats and located on the user’s terminal-devices such as PC or notebook, tablet-PC or smartphone. The documents can either have been created completely electronically (e.g. word processing or invoicing via software) or originally been created on paper (scans or telefax).

Features of document management systems

One of the most important jobs of document management systems (DMS) is administration as well as filing and storage of documents. Search functions also belong to the central features of data management systems. Document filing involves the collection of documents. This also includes scanning of paper-based documents (receipts, invoices, contracts etc.). The storage helps to save, archive and version documents. Within the document administration, the right access permissions can be adjusted (not everyone should be able to see everything). Furthermore, the document administration can see to keywording, meta-information and an appropriate storage structure. In the documents search function a full-text index as well as the use of meta-information is integrated. Here too, access control is very important.

Application areas of document management systems

Nowadays, document management is very popular, not only in the field of trading. In federal authorities, libraries and in private environments DMS-systems are often used. In enterprises, document management systems combine the above-named main tasks in one software. This helps the whole administration of the company. More transparency and a reduced error rate are further arguments in favor of document management systems. Usually DMS-systems can be linked to common office software, meaning the introduction of DMS-systems does not entail long relearning processes. Furthermore, the data transfer with internal and external partners is much easier. Last but not least, electronic documents can easily be integrated into project management software through interfaces.

DMS vs. paper – the advantages

Advocates of the good old paper often raise the argument that paper documents are always available and do not rely on technology. Furthermore, the authenticity of documents because of their unique nature is often named. However, time and again the electronic documentation unveils weaknesses of the old paper world: Paper is easily lost and can be wrongly filed. Archiving is laborious and the paper transport slow. On a server with appropriate back-up systems or in a cloud, documents are much safer and can hardly get lost, thanks to encryption technologies. Filing is much clearer and can be edited more easily, thanks to appropriate structuring. A further advantage is that databased documents can be viewed and edited by more than one person at a time. Moreover, electronic documents (or links to them) can be easily and quickly be sent via cloud or email.