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6 Tools To Upgrade Your Document Management System

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It’s widely believed that effective knowledge sharing can increase productivity. Unfortunately, only a few companies have a formal knowledge-sharing process in place. Whether you need to organize your digital documents or digitize your paper records, a document management system can help. The right document management system can help you organize and share knowledge digitally. This guide will help you select the correct software or tools for your business.

1. Document Scanner

Thousands of records and dollars are at risk every day if you don’t have a backup of your information. Document scanning and archiving are critical since it ensures that your data, papers, and records won’t be lost in the event of an unforeseen disaster.

It’s even possible to archive and preserve the scanned documents offshore after they’re digitized. Many businesses are switching to a paperless office and cloud storage to do away with the expense and bother of maintaining a traditional hard-copy file system. The more measures you take, the more likely it is that your firm will be up and running soon following a loss or crisis.

When it comes to document scanning, experts know just how to ensure that all of your documentation and information is appropriately backed up. For efficient digitization, consider investing high speed document scanners to streamline the process.

2. Electronic Web Forms

One of the easiest ways to add value to a document management system is by incorporating electronic forms. By doing so, you can easily set up controls to ensure that the information is accurate and up-to-date.

Information gathering is an integral part of every business process. Instead of wasting time and money on one-time-use paper forms, you can build customized digital forms that can easily update and sync with multiple databases. When linked to a document management system, electronic forms are instantly saved to a secure location so they can be accessed and searched by anyone.

3. Workflow Document Automation

It is now possible to automate and streamline corporate operations using the newest workflow automation management solutions, allowing your company to operate more efficiently while benefiting your employees’ daily lives.

A typical workflow specifies how data should be handled as soon as it enters the company and how it should be processed, including checkpoints for comments and approvals before actions, reports, and eventually archiving and deletion. Using an automated digital workflow means that the project status is always easy to check, and all activity is recorded securely.

Business operations such as accounting and human resources (HR) benefit from workflow document automation, as well as production processes such as supply chain management and manufacturing.

4. System Integrations

Due to the wide variety of document management solutions on the market, most companies today have many options to go paperless. Many businesses are now using enterprise resource planning (ERP) to automate and manage many aspects of their operations. In fact, ERP and system integration are a must for enterprises of all sizes in this day and age.

With efficient system integration, automated data input is reduced, redundancies are eliminated, and a unified interface can be used to make it easier for users to transition from one app to another. It also makes corporate operations more efficient and keeps information up-to-date in real-time across several linked systems. Business software integration dramatically boosts productivity and enables firms to grow more rapidly and effectively.

5. Data Analytics

Any business may benefit from data analytics tools by increasing productivity and staying updated. An essential part of the record management system, data analysis helps evaluate, clean, and manage data so the most important information are presented in a clear manner. Effective data analytics can also be used to provide real-time assessment of critical business information, allowing them to get a better sense of which processes need improvement and what areas the company excels at.

Business models that include massive volumes of data storage and more efficient business methods may help organizations save money. An organization’s ability to better understand and meet the needs of its customers may be enhanced via the use of data analytics.

6. Advanced OCR (Optical Character Recognition)

An OCR tool uses imaging technology to convert the text in a document or an image into a machine-readable form. It does so by extracting data from various sources. Advanced OCR can help you achieve a paperless work environment by helping you capture both paper and electronic files in one repository. It saves you time and enables you to focus on more critical tasks. Images can be read and processed in various ways with OCR technologies. They can be used to create text items stored as data items in a document management system.


Small and medium-sized businesses want to become paperless, such as law firms, creative enterprises, and media and publishing companies, which involve inputting and managing a lot of data in the form of digitized documents. As long as companies continue to create large amounts of data, it’s critical to implement a data management system that is both dependable and extensible.

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