The Document Management System is an electronic software solution that provides a framework for organising all digital and paper documents. These systems work in conjunction with a scanner, which converts paper documents into digital versions. Through a sophisticated search engine, the electronic document management system allows quick access to any document or file.
Analysing the activities necessary for the implementation of the software, we can distinguish the following groups: organisational and methodical activities, technical solutions, adoption of necessary legislation.
Our company’s experience in the introduction of digital solutions shows that the development of a technical solution that meets all the traditions and legal requirements, as well as the provision of such a solution to the customer, is only one of the stages of fully-fledged software creation. In addition, it’s necessary to conduct a number of organisational and methodical activities, some of which are related to the collection of data for setting up the solution for a specific organisation and some to the analysis of activities and the preparation of the necessary regulations. Furthermore, it is absolutely necessary for the staff to learn the skills of working with technical means in accordance with the rules and regulations.
There are a number of regulations for software development defining its basic requirements. One of the most authoritative is the international standard for document management ISO 15489-2001 Information and documentation - Records management. Based on this regulaton, you can identify several basic requirements allowing for the building of effective solution.
To implement the above requirements, the software must have advanced customisation capabilities for a specific customer (this is dictated by the specifics of workflow within different organisations). Sometimes during the adjustment of the software solution, the process of gathering the necessary information forces employees of the customer company to adjust the existing situation and to seek ways to improve it.
The same applies to types of documents, numbering systems and classifications. For example, sequential numbering of files during registration is performed using special counter programs. When a description of all types of assigned numbers is collected in one place, it’s easy to understand the necessity of introducing some internal standard for such a number, which ultimately leads to the creation of a unified classification system within the organisation.
The technical possibilities of granting access to documents should allow for organising access in such a way that only those employees who really need it can work with the document, while others simply don’t see it.
One of the problems that arises when building software for a territorially distributed structure is how
to prevent the loss of files when in transfer. In this case, a mechanism of data transfer, such as
replication, can be implemented. This is a special mechanism for supporting copies of databases located
on different servers, in a state in which their content is identical. The processes
of information transfer and comparison will continue until comparative analysis identifies the content in full. Employees working with the system connect to one of the servers and work with one of the replicas - from the perspective of the user, it appears as though all employees have been working with the same file. The transfer of a document changes from a physical action to simple provision of access.
If you’re looking for a program, one of the first questions you should answer is whether to put your tool on the company’s servers or host it in the cloud. While both options provide a framework for storing and organising electronic documents, each option has its own advantages and disadvantages.
The organisation of high-quality work requires not only a fully-functional management system developed by professionals in accordance with state standards but also work with enterprise resource planning (ERP) and customer relationship management (CRM) systems.
By performing different functions, they solve organisational tasks as part of a complex (ERP - obtaining price information, forming financial and accounting documents; document management system - information transfer required for the planning and execution of an order and monitoring its performance progress.
The difference between them is related to data processing methods. In ERP systems, data is stored and processed as structured (conditionally: represented as linked tables). Document systems work with unstructured data - texts and various files - and some of the information (document requisites) can be stored in a structured (table-like) form. The main division of information flows occurs on the basis of what data is needed for a given business process - structured or unstructured. Work with structured data takes over resource management programs, unstructured - electronic paper management systems.
A specific combination of features is determined by the industry and individual features of business processes and management schemes of a particular enterprise. If during the work of the off-the-shelf program, an operative decision-making was provided (for example, whether to take the order, depending on its price), and after the implementation of expensive ERP and ERMS, the decision becomes more complicated, the customer feels that the money is wasted, although all the necessary information is most likely present.
To solve the problem, you may need to integrate additional configurations. Here at Magora, we have mastered the art of introducing even standard systems with the ability to see the knots customers can get stuck in and solve the relevant problems, even if he or she hasn’t realised what they are. We can then say that when implementing the document management system, our first quality management rule is observed - clients should get more than they expect.
Workflow forms an integral part of any such digital system. Creation of such a tool is one of the most complicated tasks of automation, since document circulation - especially technical - is a global system that unites business processes and structural subdivisions both within enterprises and in the joint activity of enterprises.
Working with Magora, you get a custom solution that’s tailor-made to fit your needs. We create fully-fledged systems to provide the highest degree of effectiveness and productivity. Contact us to discuss your workflow and its problems and find out how you can benefit from software development.