How a document management database improves your organization’s productivity

With the ever increasing paper work in any organization it is wise to go for a paperless office. With some investment in technology, i.e. some software and hardware, any organization can go paperless. It will drastically improve the productivity of the staff in that organization.

Searching for documents related to a customer when the customer is waiting before you can be avoided with a paperless office. At the click of a button on your screen you can perform a search related to a particular transaction and give the details to your customer. Many hours spent on filing the documents, searching for them, and retrieving them can be saved with a paperless office. This is where the document management database comes into picture. The document management database is the heart of the document management system where all the data is stored.

 

Before the paper document is stored in the electronic form in the document management database, it has to undergo certain process. The paper document is scanned with a good scanner and the image is stored along with the tags related to the image. Sometimes the text in the image is extracted with the help of OCR software and the extracted text is also stored in the document management database. This makes it easy for the user to key in search text and search for the image that is stored in the database.

 

Before the scanned image and the extracted text are stored, they have to be approved by an authorized person by comparing the scanned image and the original document. Only after approval it is stored in the database. This workflow also should be integrated in the document management system.

 

Access to the documents is restricted. Only personnel who are authorized have access to those documents. Access control can be configured by the administrator of the document management system. There are many open source and commercial document management system available in the market. You can also integrate a document management system with the available open source software.