Online Document Management System DMS Business Internet Technology

Is There Any Risk Using an Online DMS?

The need for a management solution has existed long before the coronavirus, and it is now an integral part of many businesses transition to remote work. Educating yourself and putting that knowledge to good use using up-to-date IT resources is crucial.

The company's valuable documents are protected from unauthorized access, easily searchable, and easily accessible.

Contracts, biographical data, letters, multimedia files, knowledge bases, social media posts, and archival materials are just some of the documents that may be managed.

For what purpose is it?

Companies often have hundreds of thousands of files in their database. When it comes to managing paperwork, every business has to confront the problem of automating and systemizing its processes. Everything is taken care of by the DM system. Perhaps the firm has outgrown its current structure, or the management team needs to implement new procedures and processes to make it more competitive.

Timely implementation of the document management system, or electronic document management system, will assist in resolving such issues and provide a valuable resource for assessing the health of various business processes. Your business will be more efficient if you can spot inefficiencies early on and make necessary adjustments to document management methods and procedures.

Can you explain the possible benefits and differences?

It's possible to maintain a more official tone while working with a document management system instead of an educational writing service that only communicates with you via email. Of course, if you have a large workforce, you may delegate jobs to them by mail and wait for a response, but this is inconvenient. Also, mail servers need to report when messages have been opened or read consistently.

The concept of workflow is used in EDMS systems. This typically consists of waypoints running parallel or in a set order. A task, due date, and report field can all be included in a single dot.

Sound electronic document management systems track users' actions on documents, such as opening a task or submitting a report. All files on the corporate EDMS may be encrypted for added security against malware and viruses.

Working with structured data is facilitated by EDMS, which is yet another significant benefit. For instance, an invoice document can be easily created by filling out a  simple form that does not require any coding experience.

Features central to document management

The growth of efficiency is guaranteed by a well-organized system for managing electronic documents because:

  • rapid data entry into the system
  • accessing information with minimal effort
  • Computerized analysis of analog and digital formats
  • Safekeeping of Sensitive Material
  • data maintenance for continued usefulness
  • the avoidance of record destruction
  • streamlining of electronic communication with outposts and collaborators

Electronic document management systems are flexible and can be tailored to the needs of any organization.

There are five categories into which the most important aspects of a safe document management system fall:

  1. Metadata attachment. To facilitate automatic information search and selection, electronic document management systems permit the addition of user identifiers, dates, and other marks to information structures.
  2. Electronic document management systems (EDMS) are used by businesses to digitize and centralize their paper documents so that employees can access them electronically, collaborate on them in real time, and use the resulting data to make better managerial decisions.
  3. Converting paper documents into digital format. The document management system enables the digitization of paper documents, text recognition for automated processing, and secure archiving.
  4. Suppose you have a secure system for managing electronic documents. In that case, you may organize your files according to metadata and indexes, making it much easier to find what you need and get work done quickly.
  5. Storing paperwork in a user-friendly and reliable program is preferable to keeping it in a locked filing cabinet. Permissions, backup, and data migration settings are all adjustable. An investment in a reliable document management program that helps keep everything in its place will pay off immediately.

Streamlining Paperwork and Electronic Filing

Think about the challenge of coordinating processes. It's an essential part of running the business. By providing pre-built document and file templates and user-defined pathways for their processing, the system will significantly expedite the time it takes to handle documents.

The document management system for safe and secure is always simple and easy to use for the end-user since he only sees his tasks and documents, regardless of the complexity of the logic of the processes behind them.

Here are some examples of document management and document flow processes:

  • Logging of all mail sent and received
  • Converting paper documents into digital form
  • Template-based document generation within the system
  • Validation, authentication, and enlistment of legal papers
  • Making official document decisions
  • Facilitating resolutions and taking automated control of performance.
  • Document sharing via electronic means
  • Computerized record keeping

Software development is carried out following the CMMI 3 model and the worldwide requirements of quality management ISO 9001.

Documents can be accessed remotely.

Modern cloud-based document management solutions must provide remote access to documents and administration of business processes. A mobile app on a mobile device cannot have all the capabilities of a robust system. In reality, however, this is not necessary. You can't make significant changes to a document on your phone; that should be done on a desktop computer.

Suppose you have mobile data protection software that notifies you of the tasks and documents assigned to you and gives you access. In that case, you may continue working without leaving the job flow.

You may read the contract that has to be agreed upon quickly and then work on it, appoint accountable executors of the assignment, or delegate its implementation.

Companies specializing in document management solutions often handle EDMS creation, rollout, and upkeep. You can depend on punctuality, professionalism, and consideration for each client's unique needs and preferences. Each organization also has a service department for handling document management software that offers help with data, updates, and training for experts.

I need to know how to get the ball rolling on moving our company's internal paperwork and procedures to a new site.

In other words, the coronavirus will eventually die off. Yes, this is a significant obstacle for all parties involved, personally and professionally. Nonetheless, difficulties can lead to unexpected benefits. And the possibility of increasing productivity is one of them. We recommend that management procedures be considered a valuable tool for optimizing a company's documents.

Even before the coronavirus, businesses were interested in finding a way to manage their operations better. This is especially true now that so many workers are choosing to telecommute. It's crucial to prepare yourself with information and apply it correctly with the help of up-to-date IT resources.

Seven major advantages of using document workflow automation

7 Key Benefits Of Automating Your Document Workflow

WHAT IS DOCUMENT AUTOMATION? A COMPLETE OVERVIEW

"Document automation is about as simple as it sounds: it automates the process of producing various sorts of documents on a large scale."

Document automation is a powerful tool that can save you significant time and work. But what is it, and why do you need it? Here's an introduction to document automation and how it can help you manage your workflows.

It is the process of automating document creation and management. The requirement for manual data entry, email reminders, printed paperwork, and other time-consuming measures is eliminated. It can help businesses save time and money by simplifying document-related operations.

IMPORTANCE OF DOCUMENT AUTOMATION

As a company grows, so does the number of documents it needs to generate, manage, and store. This can soon become overwhelming, especially if you are still creating and managing your documents by hand. Document automation can help by automating these processes and making it easier to create and manage massive amounts of content.

WHO BENEFITS FROM DOCUMENT AUTOMATION?

Document automation has a wide range of applications as it can assist any business that needs transaction-based documents or paperwork. Document automation is used in a variety of sectors, including:

  • Legal
  • Sales
  • Real estate
  • Financial Services
  • Healthcare
  • Human resources
  • Manufacturing
  • Government agencies

Any firm that depends on paperwork, such as contracts, hiring documents, legal documents, financial forms, and healthcare forms, can automate its paperwork and processes.

THE ADVANTAGES OF DOCUMENT AUTOMATION

Document automation can help in many ways, from making document creation and routing simpler to changing workflows and processes.

  • INCREASED EFFICIENCY

The days of painstakingly drafting employment contracts, nondisclosure agreements, and other documentation from scratch are long gone. Document automation allows you to create a wide range of legal documents in a fraction of the time it takes.

  • GREATER ACCESS

Instead of being chained to your workstation or logging into the correct server, cloud storage allows you to view your documents whenever and wherever you want. A mobile-responsive document automation platform also enables users and participants to complete records on the go.

  • REDUCED ERRORS

Automating document-related systems can help minimize errors. Organizations can significantly reduce the risk of data entry errors by alleviating the need for manual data entry.

  • ENHANCED SECURITY

Automating documents can also greatly enhance security by ensuring that only authorized users have direct exposure to sensitive information. Furthermore, advanced administration tools allow you to control who has access to view specific workflows, enhancing security and privacy.

  • COST SAVINGS

The process of automating documents helps enterprises in saving money. Organizations can save money on printing and storage by eliminating the need for paper documents.

  • EASIER COMPLIANCE

Secure and efficient document control and management are necessary to comply with many regulations and standards. Without the formation, storage and retrieval of crucial documentation, businesses risk fines, terminated licenses, and even criminal charges due to non-compliance.

Document control software reduces the risk of non-compliance by making it simple to keep your documentation updated and safe. The system maintains a complete document activity history to facilitate and validate compliance with standards and laws.

  • INCREASED PROFITABILITY

Finally, document automation saves money and enhances profitability when all of the above aspects are considered together. By automating and digitizing your documents, you are integrating efficiency and organization into your business - a decisive breakthrough.

ARE YOU READY TO IMPLEMENT A DOCUMENT AUTOMATION PROCESS?

LogicalDOC offers modular, cloud-based quality management software, including document control software. LogicalDOC makes creating simplified digital documents easy and lets the data flow through your systems. With LogicalDOC, you can digitize the documents that are the backbone of your business and create efficient workflows that work for you.

Contact us to learn more about automating document control using our document management software.

The 7 Main FAQs About Document Processing

The 7 Main FAQs About Document Processing

Why is Document Processing Important for Businesses?

Document processing has become an essential part of the modern business process, with many different levels and types of paperwork to manage and deal with daily.

It's crucial that all companies, from the largest to the smallest, employ some document processing service to ensure their employees stay on top of all the work needed to keep everything running smoothly and efficiently.

This article will outline the benefits of process documentation and why any business must take advantage of it.

What is Document Processing?

Document processing is the electronic management of documents and the data within them.

That can include anything from scanning and indexing documents to storing them electronically and making them accessible to employees.

Documents come in different formats, and file types and typically hold specific information.

While old manual document handling approaches result in error-prone, time-consuming processes, they also demand that you be involved in the lengthy procedure.

But still, it's important to extract all this value from those documents so you can use them downstream - something impossible with complex manual document processing methods.

That is why document automation software has become more popular than the old-fashioned way of doing things.

How does a business get started with digital archiving?

image of paperless system

In the past, businesses would keep physical copies of important documents.

However, this took up a lot of space and made it difficult to access documents quickly.

With digital archiving, businesses can scan their documents and store them electronically; this takes up less space and makes it easy to find and share documents.

These are the steps that you should take to automate the document processing:

  • There are specific rules that govern document processing. Once you have determined those rules, the team implements structure and layout extraction.
  • OCR, also known as optical character recognition, is a method that allows the conversion of scanned documents into digital data. Another intelligent technology is handwritten text recognition (HTR), which can recognize texts written in standard letters and even different font types.
  • It is the purpose of OCR to extract data from documents, but since OCR is error-prone, it is necessary to review the extracted information manually.
  • Whenever you process a document or notice a mistake, you can flag it for manual inspection so your team members can correct it later.
  • A user-friendly format allows the processed documents to integrate easily with existing business applications.

What are the Uses of Document Processing?

Document processing automation has many uses, including sorting, filtering, creating, and manipulating data.

Many tedious tasks can be automated, making them faster and easier to complete.

Additionally, standard operating procedures can help you control access to information, ensuring that only authorized personnel can view or make changes to sensitive data.

Overall, document processing can save businesses time and money while improving security.

The process steps require minimal training, which is an ideal option for small business owners who need to get work done quickly.

In addition, document processing software may include keystroke logging detection or file encryption - essential tools in the digital age.

Several government agencies worldwide require this technology to comply with HIPAA regulations.

What are the benefits of Document Processing?

There are many benefits of document processing for businesses. Let's discuss a few below:

  1. It can help to save time by automating repetitive tasks.
  2. It can improve accuracy by eliminating human error.
  3. It can help to improve customer service by providing faster turnaround times.
  4. It can help to reduce costs by reducing the need for paper and other resources.
  5. It can help to increase efficiency by allowing employees to access documents from anywhere.
  6. It can help to improve communication by providing a central repository for all records.
  7. It can help to protect sensitive information by keeping it confidential and secure.
  8. It can help to standardize workflows and procedures.
  9. It can help businesses to go green by reducing the need for paper documents.
  10. Document processing can help companies to meet compliance requirements.

risks of digital transformation

Is there any risk to going digital?

As businesses increasingly move towards digital processes, it's essential to understand the implications of this shift. While going digital can undoubtedly benefit, there are also some risks.

One chance is that of data breaches. Information stored electronically is susceptible to hacking, but you don't have to worry about using the right software.

Additionally, digital processes can be more challenging to manage and monitor than paper-based ones. That can make it difficult to track errors and prevent them from happening in the future.

Finally, digital documents can be lost or corrupted more quickly than physical ones. For example, a power outage could destroy electronic files while paper documents would be unaffected.

Despite these risks, many businesses still choose to go digital because the benefits outweigh the risks.

Most companies already use digital tools such as email and word processing software every day, so adopting another digital process isn't much different - they're just adding another element to their current workflow.

Who can help me implement this in my organization?

A few key players can help you get started with document processing in your organization.

First, you'll need to find some quality document processing software. And finally, you'll need to find a reliable partner who can help you with the transition and provide ongoing support.

LogicalDOC can help you process documents automatically, including sorting, categorizing, and tagging them, which can save you time and effort, especially if you have many documents to process.

As an added bonus, LogicalDOC provides version control while offering complete tracking of document activities, in this way, you will always have control of everything that happens on sensitive documents.

That can be extremely helpful when collaborating with others on a project or sharing documents with clients. It doesn't get better than that. If you want to automate your document processing tasks, contact us today!

 

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Antivirus integrated in the DMS

Increase the security of your document archive with the integrated antivirus

How to leverage the virus scanning feature in the document management system to enhance the security of your bussiness data

Today we want to talk to you about a feature unknown to most but nevertheless present in LogicalDOC since version 7.1

This is the Antivirus scan function. This function adds a substantial level of security to your document archive and allows you to limit the spread of viruses within your company.

How does AV security work in a document system?

By performing a scan during the initial phase of document creation, LogicalDOC prevents an infected file from being inserted into the system, and therefore that the same document can then be spread within your company network, possibly propagating an undetected infection. Or simply avoiding that the document is added to the document base, no user of that document will have to suffer any relapses from possible infection.

It seems little to you, just think that according to Verizon's 2022 - Data Breach Investigations Report (Dbir), ransomware attacks (with data seizure and encryption) have increased by 13% in just one year.

Data breaches cost organizations millions of dollars - the average cost has increased 10% from 2020 to $ 4.24 million across industries and 29.5% to $ 9.23 million in healthcare, and the fallout is even more damaging than the initial losses. Repair costs triple the initial damage, and legal repercussions can add millions to the total bill.

Protect your documents and information with AV scanning

Now, as we said, LogicalDOC has been integrating a document scanning system for several years, but have any of you ever used it?

Very few of you have done so; however, you should be educated on how to get the most out of this feature and limit the risks to your documents and your business.

The virus check in LogicalDOC is entrusted to an external tool: ClamAV, an open-source antivirus package created by none other than Cisco System Inc.

In LogicalDOC the function is accessible from the Administration, Security, Antivirus menu.

Antivirus tool settings in LogicalDOC

From this screen you can enable the Antivirus feature, set the command path (ClamAV could be installed on a different location), and configure on which file extensions the AV scan should be launched. LogicalDOC promptly invokes the clamscan.exe command on each new file added to the system (even for new versions).

However, few people know that it is advisable to update the database with the virus definitions for the antivirus to catch the virus's trace. This is a fundamental aspect because we cannot think that an AV scanner with a database never updated or updated years ago can effectively counter the threats of a virus in 2022.

The update can be launched manually using the freshclam.exe executable from the command prompt.

The freshclam.exe command, which downloads the DB with the virus definitions, can be configured via the freshclam.conf file

Optimize AV scan execution

Now another virtually unknown aspect is that running a scan with the clamscan.exe command is a lengthy process that takes many seconds, even 15/20 seconds per file, depending on your system's performance. Most of this time is spent by the command loading the definition of the viruses to be scanned into memory.

Few people know, however, that a cost-free and incredibly performing alternative is already available. In fact, ClamAV in version 0.105 provides another command called clamdscan, which invokes a resident service/daemon to perform the scan. Since the service running on the system has already loaded the virus definition, scanning the document will be enormously faster and practically immediate. The time required will only be equivalent to the actual scan time since the service has already loaded the virus definition into memory.

So, for the same document that previously took 15 seconds to scan, now the time needed will be only a fraction of a second.

To configure AV document scanning using the clamdscan executable, you need to follow these steps:

1) Open an elevated Windows DOS (Command Prompt in Administrator Mode) and navigate to the install directory.

2) Run the following command:
clamd.exe --install

3) Start the ClamAV ClamD system service and set it to start automatically

net start clamd
sc config clamd start=auto

At this point, it is advisable to check from the prompt that the clamdscan.exe command is running correctly by scanning a file.

Super-fast Antivirus scanning via the ClamD service

If the scan is successful, change the path of the Antivirus command in LogicalDOC by entering the complete path of the clamdscan.exe command.

For example: C:\LogicalDOC\clamav\clamdscan.exe

Save by pressing the "Save" button and that's it.

Notes and tips

We recommend setting up a scheduled/planned activity that runs the freshclam.exe command daily to update the virus definition.

Obviously, this aspect has many facets; just look at the freshclam.conf and clamd.conf configuration files to realize this. However, one thing worth stressing is the ability to configure a log file that contains information about running the scan. Also, carefully consider the many options available for scanning Doc, executable, archive and Html files.

For more information on these aspects, see the documentation offered on the website https://docs.clamav.net/manual/Usage/Configuration.html

Ultimate Guide to Enterprise Document Management Software

The Ultimate Guide to Using Enterprise Document Management Software!

Overview

Ever since the inception of your business, you're dealing with heaps of business data, existing primarily in paper form. However, the data can get too much, and, in some circumstances, you might not even know the whereabouts of specific files.

In simple terms, it can get overwhelming and can drastically impact your business's efficiency. But you didn't start your business empire to see it slowly crumble and let someone else take it over, right?

Well, you need something to organize your data in simplified file formats. Nothing can do that better than an Enterprise Document Management Software!

Wondering what it is?

Let's dig deep to find out… 

But What is An Enterprise Document Management Software?

It's a document management system (DMS), enabling you to organize all the business documents (both digital and paper files) in a single, accessible repository. In simple terms, it’s an electronic document management system (EDMS), helping you go paperless and mainstream your business operations.

You can organize, store, index, and protect different business documents in EDM software. But that's not it. Suppose you even have documents existing in paper format. In that case, EDM has scanning features, allowing you to capture and store the digital version of the paper document.

However, EDM technology has snowballed in a few years, and the burst of innovations in various document management solutions has left many people confused. For example, you see, many people confuse EDM with content management system (CMS) – a type of software with many points in common.

Yes, we know they seem similar, but there are some notable differences between them. Let's help you out in distinguishing between the two platforms.

Classification between EDM and CMS

To burst your bubble, both these platforms are part of the same boat. But then, what makes these two different? Hang on, we'll get on that in a bit, but let's first understand CMS.

CMS software can manage multiple types of digital documents. Hence, now you can not only manage PDFs and word files, but you can also handle images, audio files, web pages, and flash files with CMS.

In simple terms, CMS is the bigger picture, and within that lies EDM. So, you see, both of these systems have a lot in common, but they have varying characteristics and applications. Let's start identifying the differences between the two. 

Type of Content

EDM is used to organize paper, structured, and electronic documents. However, an ECM has more to offer – it can capture, manage, and store various kinds of structured and unstructured documents such as videos, audios, contracts, purchase orders, and receipts.

Features

Since an EDM is mainly used for managing business documents, it has features such as optical character recognition (OCR), handprint character recognition (HCR), optical mark recognition (OMR), signatures, stamps, etc. However, you cannot find such tools in a CMS because you don't need them there.

What's In It for Me?

If your organization is still paperless, just observe the number of documents you create each day. You may be surprised by the number. For example, let's say you're in a B2B organization. In such a situation, your business may contract with many different organizations.

Contractual info, pay orders, personal details, supplier's orders – we haven't even started, and the list can go on. Hence, it creates a cluster of documents, and there is a high probability of misplacements.

According to one study, almost 86% of respondents admitted that they face challenges when retrieving a particular document.

To avoid any misplacements and document clutter in your business, EDM is what you need.

But that's not all. Here are the notable benefits of incorporating an EDM in your organization.

High Storage Capacity

The documents can have high storage requirements, and when you have thousands of them, you surely need a large storage capacity. Fortunately, EDMs have increased storage capacity, allowing you to store a large volume of data at a central, focal location.

Organizes Data at a Central Location

As mentioned above, you get to save every piece of your business data in a single repository. Moreover, each data piece is classified with specific metadata (a reference). Hence, you can retrieve the required fragment within seconds by typing a distinct keyword, topic, index, etc.

Now, you don't have to dig up piles of documents; with just one click, you can get your required data. Isn't it great?

Data Protection

So, you have heaps of files locked out in a warehouse. What if there's a fire or flood at the warehouse? Or what if the files are stolen? Hence, theirs is an inherent risk, enough to destroy your business empire.

Not anymore!

With an EDM, your data is backed up on your devices and the Internet. But what if the files are hacked? Well, don't worry. EDMs are stored on a cloud-based platform having multiple security SSL layers. Hence, the system is safe and out of reach of hackers and malicious cyberattacks.

Collaboration and Sharing Documents

An EDM allows you to share data files with internal as well as external users. You don't have to print files and continuously ping up suppliers. You can give them access to documents with a single click, and they can view them at their ease.

Tell Me More About the Working of an EDM!

Representation of the operation of an EDM softwareAt the start, you might be clueless about using an EDM. But don't worry. Although EDM software can differ significantly, let us break down a typical process.

Data Capture

The process starts with capturing and digitizing data on the EDMs. Here's how you can catch different types of data:

  • Paper-based documents: these are scanned and assigned a specific index term (for reference)
  • Emails: Document management software can also capture emails and their attachments, storing them on the basis of the recipient, subject line, or sender.
  • Business reports: business systems generate reports, which can be automatically captured by a document management system.

Centralize

Once the relevant data has been captured, it is stored in a central document storage area, i.e., an electronic file cabinet. This pivotal position holds and manages data coming from various sources. On this platform, you can provide access to relevant authorized people who can use the data.

You can even control the security and view the version history of a particular document.

Retrieving and Distribution

As mentioned earlier, all the data files are saved with specific metadata or index term. Search engines on the platform enable you to retrieve the data quickly.

Moreover, you can grant access to the relevant stakeholder who requires the specific document.

The Ideal Enterprise Document Management System!

Till now, you must have got the hang of the usefulness and process of an enterprise document management system. But before you go out purchasing software for your purchase, let us tell you there are a lot of providers out there.

Hence, you need to be careful. There are some essential features that you must have in your EDM. Before you make your purchase decision, look out for these features:

  • Check-in/Check-out: A feature that helps with editing and formatting the documents
  • Version Control: You can check the previous edited versions of the document by using this feature.
  • Keyword Search: Your software must have a relevant filter to quickly search for documents
  • Security: It helps with limiting the permission access to authorized personnel.
  • Audit trail: It helps you find out every edit made on a document
  • Document Sharing: This goes without saying. Your software must be able to provide access to different parties.

Here it is - the complete list of the bare minimum requirements for a perfect EDM system.

Streamline Your Business with EDMS!

An EDM system offers endless benefits to upgrade your business's efficiency. But it all comes down to the software you're purchasing. You know when you need one if:

  • You can't manage and organize documents
  • Your business efficiency is getting effected
  • You face delays due to document-related problems
  • You are facing compliance issues regarding document-related problems
  • Book-keeping and account-related problems often get tricky.

Tired of all such problems? Want to see your business achieve new heights of efficiency, enabling you to churn in more profits?

Hear us closely as we have something in store for you – a special EDM software with all the crucial features, ready to take care of all your business needs. Here's is how it'll help you out:

  • Provides both content and records management
  • The web-based interface supports document friendly options
  • Allows setting security roles
  • Enables audit of enterprise records and registers
  • Allows running multiple tasks all at once

That's not all. This software is available in three different deployment functions:

  • Stand-alone

            The software is directly installed in your operating system.

  • Shared-Server

            Software is installed on a specific server within the organization. It stores documents at a single location, and it's accessible to all the workstations in the organization.

  • Cloud-based document management server

            Access your business data anywhere using the Internet. The cloud storage platform allows access to data online 24/7.

Make Your Life Easy with LogicalDOC!

LogicalDOC is here to take care of all your business problems. With the necessary features to organize your business data, we are ever ready to help you out.

Reach out today to check out our various offerings!

 

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