DocPro Document Management System Software

A document management system is a system used to store, create, track and manage digital documents and thus help in reducing paper. A DMS should be able to keep record of the various versions of the documents created and modified by different users. DocPro not only provides the functionality mentioned above but also has many advanced features that allow you to design, monitor, optimise and improve your business processes.

1. Less storage space
2. Version Control
3. Better collaboration within your teams
4. Design and improve business processes
5. Quick search and retrieval of documents
6. Strong access Control to avoid documents falling in wrong hands
7. Keeps an audit trail of all activities performed on the documents
8. advanced DMS provides analytical capabilities that help in identifying process inefficiencies and improve business processes

A document management system is a system used to store, create, track and manage digital documents and thus help in reducing paper. A DMS should be able to keep record of the various versions of the documents created and modified by different users. DocPro not only provides the functionality mentioned above but also has many advanced features that allow you to design, monitor, optimise and improve your business processes.

Different types of DMS are as follows:

1. Document Management System/Software/Solution: In the most basic terms a DMS is a software application which helps you to store and manage various types of documents through its entire life-cycle.
2. Records Management Systems: Records management is the activity of archival and filing of records. Records are documents that do not change. Records are a subset of documents and not all documents are records.
3. Workflow / Business Process Management (BPM): Every organisation has several processes related to various functions. Workflow is the definition, execution and automation of business processes where tasks, information or documents are passed from one participant to another for action, according to a set of procedural rules. Workflow or BPM systems allow configuration of the process along with the rules.
4. Content Management Systems: As the name suggests a Content Management System (CMS) is used for creating, managing, editing and presenting digital content.
5. Enterprise Content Management Systems: Enterprise Content Management (ECM) is a special type of CMS that is used by enterprises or organisations as the name suggests.

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The major components of any DMS may include the following:

1. Metadata: The DMS must allow to store metadata for the documents which will allow you to search the documents when required. Metadata includes document creation timestamp; identity of the user storing the document and may also include automatic text extraction from the documents (Ful-Text Search). Metadata is useful in identifying the documents and also helps in searching the documents when required 
2. Capture: Many DMS have components for capturing the documents e.g. scanning the physical documents or APIs for getting the documents from other applications.
3. Storage: Storage of the electronic documents is a fundamental component of the DMS. Storage also includes management of the documents in folders, classification and migration from one storage media to another.
4. Search and Retrieval: DMS must allow you to search and retrieve the required documents easily and quickly.
5. Security: The DMS should have strong security components that ensure that the documents are served on a need-to-know basis and that they do not fall in wrong hands. Many DMSs provide end-to-end Encryption of the documents such that the documents can be accessed using only authorized DMS interfaces.
6. Workflow: Workflow modules provide complex functionality to design and implement business processes in your organisation. Many DMS have a built-in workflow module or provide integration with third party workflow systems.
7. Collaboration: A DMS should be able to provide inherent collaboration functionalities such that various users can work in teams on the documents. Collaboration allows inputs form various users on the document and the DMS records and maintains the various inputs of each individual. These inputs can be stored as document history in the DMS.
8. Versioning: Document versions are maintained by the DMS. Versioning should be maintained by allowing check-in/check-out feature, so that cross updates are avoided. Versioning helps by allowing users to reference older versions whenever required.
9. integration: Many document management systems allow users to access and make changes to documents from other applications without directly accessing the DMS. Integration is typically achieved by providing Application Programming Interface (API) layer.  

A good Document Management System should be scalable to handle large number of documents and to service multiple requests from large number of users. A good DMS is designed and developed with an architecture such that the underlying IT infrastructure is the limiting constraint for its performance. For example, the DMS should be able to store large number of large documents where the storage assigned to the DMS should be the constraint and not the application. When the storage becomes a constraint it can be easily resolved by assigning more storage to the DMS.