Document management systems are software applications that capture paper and electronic documents and provide the storage, retrieval, security and archiving of those documents. Records management is a specialized discipline. In particular, it is a set of recognized practices related to the life cycle of records – information that serves as evidence of the business activities of an organization. The document management process begins with the conversion of paper documents and records to electronic files. Digitizing eliminates the many obstacles created by paper – labor-intensive duplication procedures, slow distribution, misplaced originals and the inconvenience of retrieving files from remote locations. Because paper files are also costly to process, duplicate, distribute and store, digitizing reduces operating expenses and overhead. Document management applications enable more efficient distribution of and control over information, files and records throughout the organization. These software programs simplify business processes by automating repetitive procedures, document routing and email notification. Document management systems expedite business processes by allowing instant access to information; greater collaboration within and among departments and offices; enhanced security for files and records; and the application of procedures that facilitate compliance with record-keeping requirements by major companies of the world.

Benefits of Document Imaging 

Thousands of organizations around the world use document imaging every day instead of paper filing systems. Document imaging offers a number of benefits over paper or microfilm systems. 

Fast retrieval
Imaging lets you find documents quickly without leaving your desk. Paper and microfiche are slower because users must go to files and search manually. 

Flexible indexing 
Imaging can index documents in several different ways simultaneously. Indexing paper and microfilm in more than one way is awkward, costly and time-consuming. 

Full-text search 
Imaging systems can retrieve files by any word or phrase in the document, a capability that is impossible with paper or microfiche. 

No lost files
Imaged documents remain in their folders when being viewed, so none are lost or misplaced. Plus, index template and full-text searches can find documents if they are accidentally moved. Lost documents are expensive and time-consuming to replace. 

Digital Archiving 
The risk of loss or damage to paper or electronic records is reduced with a document imaging system. Keeping archival versions of documents in a document imaging system helps protect paper documents from over-handling and keeps electronic documents in a non-proprietary format. 

Share files easily
Imaging makes it easy to share documents electronically with colleagues and clients over a network, on CD or through the Web. Paper documents usually require photocopying to be shared, and microfilm requires conversion to paper. 

Improved security
Imaging can provide better, more flexible control over sensitive documents. Imaging controls security at the folder, document or individual word level for different groups and individuals. In contrast, all paper documents in a filing cabinet or filing room have the same level of security. 

Save space
Imaging will help recover valuable office space that was previously taken up by bulky paper files. 

Disaster recovery 
Imaging provides an easy way to back-up documents for offsite storage and disaster recovery. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood and theft.