Document Management Systems

A document management system (DMS) is a software solution used to track and store electronic documents. Global KAP has a number of solutions built on proven processes which save organisations, whether large or small, time and money. Document management can be a part of the overall Enterprise Content Management (ECM) systems (see AIIM for more details).

See also Electronic Document Record Management Systems (EDRMS).

Document management solutions can range from standalone solutions to whole of enterprise content management systems which involve integration of multiple systems. Managing documents, and the full document life cycle, is no easy task, and is now an integral part of information management and IP control processes.

Document management is one facet of information management and covers everything from Client engaging documents, legal contract, bills (form filling), HR assessments, manuals, policies and procedures, advice forms and any document a company creates or receives. Information management (IM) takes into consideration a range of issues across an organisation including:

 The way people/staff use information
 The processes an organisation follows  or implements
 What is valued information (IP)
 How to store, archive and maintain information
 All information sources – documents, sms, marketing, people, historic information, electronic media
 Who manages the organisation’s information – IT, librarians, managers, staff
 Who develops organisational processes and manages transitions &/or changes as they occur

Structured content is one of the main elements of a document management system/solution.  The way in which your organisation stores or searches for the content/documents constructively and efficiently determines how much time and money your organisation saves, or generates from extra sales. Document controls could vary from those for one document to many documents, in one or many locations or groups, across regions, and in a range of languages.  All content needs to be up to date and relevant. Global KAP Document management Systems/solutions can help in the following areas:

 Storage
 Retrieval
 Workflow
 Security
 Retention period
 Location
 Creation
 Authenticity
 Traceability/auditability
 Filing
 Distribution
 Disaster recovery

Having a centrally located repository (or master controller for all repositories) where all documents reside allows you to better manage the workflow (processes) which have been designed for your organisation.

Workflow is important to every organisation in document management systems. The workflow &/or processes which your organisation has adopted or developed can be patented IP. The workflow may be what gives your organisation competitive advantages in the market place. Global KAP can demonstrate how the proven workflows can be utilised or changed to better fit your organisation’s own proprietary processes.

Ask us about any of the following scenarios NOW or to look at your own proprietary processes in deploying a document management system:

• One central database with one local team accessing it
• One central database with one dispersed team accessing it
• One central database with individual teams representing different markets, geographies or business units accessing it globally (proposal database software)
• Multiple databases each assigned to individual teams working independently of each other but synchronizing their databases to provide a broader reference set
• Multiple teams where some teams are behind a ‘Chinese Wall’ but can look out to other teams’ data while those other teams are denied access to the walled off team’s data or documents
• Document/proposal teams where they are providing ‘read only’ access to their database to large and dispersed sales organizations
• Document/proposal teams where they have created and maintain sales documents/proposals using set workflow modules permitting Sales reps or company staff to create their own documents and sales proposals
• Multiple document teams, each with its own instance, working independently of each other
• One proposal team where they have opened access to all staff and anyone who is customer facing (e.g. Humana with 1,500 named users)

User-based/role-based security feature driven solutions could be what your organisation needs.

Ask Global KAP now about what your organisation requires or needs to define today.  There are endless combinations which could fit your organisation which can be tailored to fit NOW. if you need to improve your document management software or enhance your exisiting systems value ask us how.

Click here the see the document management system attributes.