Solutions

Document Management System

Paper Problems No More!

Document management system (DMS) is the software application to store, manage, track, retrieve and share digitised documents and electronic files stored in a centralized server.

With DMS, anyone and everyone with permission can access a file irrespective of where they are. The system takes care of the complete security and confidentiality of documents and is designed to simplify the otherwise complicated operations. Documents / files are stored in encrypted format. Users can also access to a variety of features like unlimited folders and file formats, content search, text / content search, document versioning, document routing, document retention and restoration, granular access control, APIs and transmission security.

Check out our very own DMS, Docuflo:

Storage in a Central Repository

Centralised storage minimises the risk of damaged or lost files, errors as well as redundancies and makes collaboration a breeze

Fast Retrieval of Information

Systematic indexing allows valuable content stored in multiple repositories to be found and unlocked swiftly

Availability of Audit Trail

Audit trail promotes compliance and prevents legal implications as there is more accountability and simplifies document tracking

Promotes a Paperless Environment

Digitisation of documents allows organisations to reduce its overhead and office waste by minimising the use of paper

Do You Know?

How is DMS different from specialised systems?

Specialised systems include Enterprise Resource Planning software (ERP), Customer Relationship Management software (CRM), Human Resource Management System (HRMS), Electronic Medical Records system (EMR) / Electronic Health Records system (EHR).

Many tend to get confused between the functions of these specialised systems and DMS. People often think that their organisation doesn’t need a DMS if they are already equipped with specialised systems. We are here to offer some clarification. Rather than competing products, specialised systems work hand-in-hand and performs best when complemented by our DMS.

The key differences between both systems are summarised in the table below.

DMS Specialised Systems
Ease of retrieval
Documents are indexed and archived in a central repository integrated with third party applications via APIs, allowing ease of retrieval from any system.
All documents are stored in a single file repository / directory with a naming scheme or proprietary format ONLY that system understands.
Search speed
DMS utilizes a file system that works with key data stored in a database to keep search-speeds fast and databases small, even for heavy document-loads.
As database sizes increase, the ability to locate information within them gets slower, thus hampering staff productivity.
Content / text searching
Our DMS allows conversion to text / content searchable documents.
Document content not searchable as they are usually stored as an image file.
Storage and upload usage
DMS helps you compress images and save storage. DMS also support upload of bigger files in terms of GB size.
Specialised systems do not compress files when imaged, causing storage to grow exponentially.
Support for retention policies
DMS supports file retention policies without sacrificing application speed and efficiency long-term. Plus, our DMS offers features to meet your compliance needs.
Specialized systems remain where they are and continue to take up space even after you purged them from the system.

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