Question

Explain the features of Digital Documentation Software.

Answer 1

Answer:

A document management system (DMS) is a system used to receive, track, manage and store documents and reduce paper. Most are capable of keeping a record of the various versions created and modified by different users (history tracking). In the case of the management of digital documents such systems are based on computer programs. The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.

Explanation:

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Answer 2

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Qᴜɪᴄᴋ ᴀɴᴅ Eᴀsʏ Aᴄᴄᴇss

When dealing with any sort of paperwork or data, it is important to have quick, easy and efficient access to the information required. With digital document management, all aspects of finding and retrieving data are significantly improved.

Searches can be made from desktops, with no need to visit multiple locations and sort through paperwork. Customised filing structures can be created at business level.

Documents can also be accessed off-site, meaning that the need to physically carry data is removed, and the potential for remote working exists.

Cʀᴇᴀᴛɪᴏɴ ᴏғ ᴀ Sᴛᴀɴᴅᴀʀᴅ Aᴘᴘʀᴏᴀᴄʜ

Using digital document management helps bring everything into one uniformed and standardised approach.

Documents can be updated by more than one person at a time, meaning that no time is wasted trying to locate items and having to potentially contact other employees for clarification on any updates they may have made.

Sᴘᴀᴄᴇ Sᴀᴠɪɴɢ

Creating the space needed to store large amounts of paper-based documentation can be an issue.

Using a digital document management system ensures that space can be put to better use, and can potentially even result in reduced rental space costs.

Sᴇᴄᴜʀɪᴛʏ

The security of documentation kept will always be a priority for a business, and is something that can be improved using Watermark Technologies’ document management system.