| Document management systems are one of the | | | | related to various document updates, etc. A |
| most popular types of computer programs | | | | document management system also acts as the |
| currently utilized in modern business and | | | | classic-yet virtual-documentation vaults, protecting |
| manufacturing environments. In an era often | | | | essential records from both virtual and physical |
| termed the "Information Age," a document | | | | dangers. |
| management system provides much needed | | | | 4) Why Use DM Systems? |
| control over an ever-expanding array of data, | | | | Companies that are not currently using document |
| words, spreadsheets and statistics. | | | | management systems might consider the |
| 1) What are DM Solutions? | | | | following rationale for DMS implementation within |
| Document management systems are simply | | | | their own business environment. |
| computer programs (i.e, software) that manage | | | | Save Money - DMS solutions often pay for |
| and control documentation. "Documentation," | | | | themselves in 6 months to a year |
| though defined somewhat differently by separate | | | | Greater Efficiencies - DMS solutions eliminate |
| program developers, often refers to any file type | | | | the need for most paper-based copies and |
| (including spreadsheets, presentation files and | | | | eliminate the need of manual office-to-office |
| even graphics). Document management systems | | | | routing, escalations and the pains of manual |
| are essentially information controllers, information | | | | document collaboration endeavors |
| storage keepers, information protectors-- and | | | | Compliance - If your company needs to |
| finally--portals for communication between | | | | comply with government regulations or wants to |
| individuals and entire organizations. These last | | | | become accredited with specific national or |
| communicative features are an especially valuable | | | | international standards, a document management |
| characteristic of many DM computer programs as | | | | system is often the tool that helps obtain and |
| they allow the rapid segue of recorded | | | | maintain compliance or accreditation |
| information to be controlled and organized from | | | | Peace of Mind - Legally, for most industries, |
| virtually anywhere across the globe. | | | | it's simply best-practice to maintain and protect |
| 2) Who Uses DM Systems? | | | | sensitive documentation |
| As hinted earlier, all types of businesses and | | | | 5) When Did DM Systems Become Popular? |
| manufacturing environments utilize DMS's. Legal | | | | Document management systems have become |
| and medical offices use the technology to | | | | more popular with the every-advancing popularity |
| improve customer service and to comply with | | | | of the Internet and increasing opportunity for |
| HIPAA regulations. Hospitals utilize the technology | | | | inexpensive forms of online communication and |
| to comply with JCAHO standards and automotive | | | | online business conglomerates. Document |
| manufacturing environments utilize the technology | | | | management systems have also become more |
| to manage APQP and PPAP related | | | | popular as faith in the protective powers of |
| documentation. Don't forget pharmaceutical, | | | | well-built computer software broadens and the |
| aerospace, biologics or biotechnology companies. | | | | need to comply with increasing national and |
| All of these companies are becoming increasingly | | | | international regulations and standards increases |
| automated and increasingly more adept at | | | | almost daily. |
| managing their DM solutions. | | | | How Do Companies Utilize Their DM Systems |
| 3) What Are DM Systems Used For? | | | | Creatively? |
| DMS solutions are used for a variety of functions. | | | | Many companies often think of DMS solutions as |
| Primary functions include the creation of a | | | | "stiff" systems with little flexibility or no creative |
| collaborative virtual environment where users | | | | "impulse." In today's world of increasingly flexible |
| from around the world can collaborate together | | | | computer programming users should demand |
| as essential documentation is created and edited | | | | more from their document management |
| simultaneously. This feature is often improved | | | | systems. Whether a company desires an |
| with another feature: version control. Version | | | | off-the-shelf (compatible) model, a fully |
| control provides the necessary functionality that | | | | configurable model or something in between, |
| automates the tracking of documentation and the | | | | users need to demand functionality that can be |
| tracking of subsequent changes as a document is | | | | utilized creatively. DMS solutions that can |
| routed to multiple users. Version control often | | | | automate training and be integrated with a |
| makes use of meta-data for the creation of audit | | | | company's ERP, CRM, MES and/or PDM |
| trails and for quick search and retrieval of all | | | | applications manifest true creativity in the |
| documentation. Document management systems | | | | every-changing evolution of document |
| are also commonly used to trigger escalations for | | | | management systems. |
| high-priority products or to trigger training tasks | | | | |