Archive for Document Management System

EDMS : Enhance Operational Process of Manufacturing Industry

Electronic Document Management System for manufacturing industry

The manufacturing industry is nothing less than the backbone of any country. For example, the manufacturing industry contributes around 17% of the total GDP. Moreover, the industry has been growing at a rate of 9-10% every year since 2003. But, these facts and figures are not what make it the backbone of the country. It is the importance and contribution of the manufacturing industry that makes it so. The industry fulfills the thousands of needs of billions of people in day-to-day life. Vehicles, packed food, clothes, medicines, lifestyle products, and other million of needs are fulfilled by the manufacturing industry only.

But, do you know what the backbone of the manufacturing industry is? It is the documentation and record-keeping process of the industry. Manufacturing firms have a phrase common in them, “If it is not noted down, it didn’t happen“. So, documents are more important than the actual transaction taking place.

Electronic Document Management System is a digital platform to keep these important assets of the industry safe, secure and well-managed. There are thousands of documents such as purchase, supply, sell, cash flow, name, companies, raw material, labor cost, etc. So, the document management system provides the integrated platform for the efficient management of these documents.

For better understanding, the following are the five use cases of Electronic Document Management System in the manufacturing industry:

Streamlining the different stages of manufacturing

First of all, the Electronic Document Management System helps to streamline the documentation process of manufacturing firms. It will provide an integrated platform for document management while still maintaining the different documents in different sections. So, the system will not mix up the data of marketing, raw material, sales, supply, salary, and logistics. However, it can be easily found on an integrated platform. So, becomes easy to store and manage all the important documents on a single platform. Hence EDMS provides a convenient and easy method for document management.

Search documents relevant to sales, production, supply or anything instantly

A manufacturing firm generates thousands of documents every year. So, getting the right document at the right time is nothing less than a miracle. Electronic Document Management System makes this miracle a part of your daily working routine. First of all, it works on an integrated platform. So, user can search any document within a moment. However, OCR (Optical Character Recognition) is the other feature that makes the searching process even easier. OCR helps to search for the document even if you don’t remember the name of the document. It can search the document with any keyword embedded in the document.

Share the document automatically with other parties

In manufacturing industry, Sharing the documents and papers from one stakeholder to another one is a big task. So, EDMS makes it simpler for you. As per the command of the user, the right document will be forwarded to the right stakeholder at the right time automatically. Moreover, even if you need to put a signature on the document, EDMS has the option for that as well.

Better control of documents

Control is a “must-have” requirement for the document in the manufacturing industry. So, Electronic Document Management System provides complete control of each document. With the help of EDMS, you will have complete authority to give access to a document. If you want to give access to a specific document to a specific person, EDMS allows you to do so.

Ahead of the curve for safety

The Electronic Document Management System enhances the safety of documents to a significant level. It not only gives them access feature to the user but also provides traceability options to the users. EDMS can trace any document very efficiently. EDMS has the capability to track any activity such as opening the document, sharing the document, forwarding the document, editing the document, the user who received or sent the document. Hence, it elevates the safety and security of a document significantly.

Wrapping Up

So Electronic Document Management System is a documentation infrastructure that helps the firm to become completely paperless. It makes the process faster, smoother, secure and efficient.

If you are planning to make the smart move and adopt the Electronic Document Management System, docEdge DMS is the best fit for you. It will help you to be more productive and efficient than all of your competitors.

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Re-shape your Documentation Process- Shake Hands with Emerging Technology

documentation process

Papers were invented 2000 years ago in China which changed the face of communication forever. The appearance and ingredients of paper have changed but the purpose remained the same. The invention in any age takes place according to the need of that specific time. So, the invention of paper was undoubtedly a marvelous discovery at a time when information was limited and the use of information was also limited.

But today we live in the age of information. Millions of paper sheets are used every hour, maybe never to be looked at again. So, it indicates perfectly that the invention of paper was not meant to support the management of information in the 21st century. That’s why docEdge is here, to make the documentation process efficient, smooth, and faster.

I can bet when the paper was discovered, there were no terminologies like corporations, mail, hacking, stakeholders, breaching, etc. As a result, documents were more than sufficient to fulfill the requirements. But today, embedding the information on a piece of paper is not sufficient but the management of the information is more important. docEdge is designed considering the same.

Let’s go in detail about docEdge DMS

docEdge is a Document Management Software developed by PERICENT that helps businesses to meet their overall document processing needs. The software provides a bucket full of features to perform the numerous tasks relevant to the documentation in business. It allows multiple users to come together on the interface and share the information. Hence, docEdge leaves no scope for the communication gap in the organization.

Capabilities of docEdge to Support Documentation Process

It might be complicated to talk about the capabilities of docEdge just in the random lines of a paragraph as there are a lot of these. So, let’s talk about the capabilities one by one for a better understanding of yours.

Makes your documents digitally managed

Along with the information, it is the age of technology. So if the technology is embedded, it will always be well managed because human makes mistakes, technology doesn’t. docEdge follows the same principle and thus takes your documentation process in digital format. Having done that, completely eliminates the risk of physical damage to the documents.

docEdge works in the centralized format as well, so that you don’t have to switch between folders and files. It significantly enhances the efficiency as you got all your documents in one place- safe and secure.

Easy capture

The magnificent capture capabilities of docEdge play an important role in transforming the physical information into the digital one. Optical character recognition is the first capture method utilized by the software to make the documentation process smooth and more efficient.

OCR helps to scan the document image and thus save it in the editable pdf format. As of the current scenario, OCR is offered by very limited document management software and docEdge is proud to be one of those. Moreover, it is also capable of capturing the data through e-forms. You can also save the important emails in document formats with docEdge.

Organize better

docEdge organizes the documents using multiple features to enhance your experience. It supports all the documents formats so you don’t have to switch between applications. It has topic tagging to enhance your search experience. Ensures the auto versioning to keep your similar files stored with numbering formats. Overall, docEdge scales up our experience with the documents.

Safety & Security

Safety and security are big challenges in this age. If information gets into unethical hands, the business might need to pay a heavy price for it. So docEdge provides complete security and safety to your documents. A feature of docEdge allows you to give access to a specific person for a specific document.

Let alone the people from outside, even the employees working in your company will not be able to access the specific data as long as you chose to. So the whole of your documentation process becomes more safe and more secure than ever before.

Better traceability

docEdge provides the next-level traceability feature for the documents. It understands that data is very precious to business and thus keeps every record of it. With docEdge, you will be able to trace every single detail about the person sharing the document, the time of sharing, the person receiving the document, the person editing, opening, and reading the document as well as the identify the changes that have been made in the document and many more.

Take away

So, give your organization a treat by instilling the technology in the process. Make the document safe, secure, and well-managed and increase the life of these important sources of information.

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OCR – Search Any Document with Just a Random Keyword You Remember

(ocr) optical character recognition

Time is money and it is never a good idea to waste it searching for a document from folder to folder and file to file. If you are above the age of 20, I can bet you must have experienced the same scenario in your life. We all know a person who spends the whole of his life providing the right document at the right place at right time. Yesterday, it used to take a month to deliver a message from one address to another one. But today, it takes just a moment. Kudos to technology.

Introduction to OCR

So don’t you think, the technology must be having a solution for this documentation problem as well? Obviously, it has, and the name of the solution is Optical Character Recognition. The solution has such capability that let alone the folder, you don’t even need to remember the name of the document to search.

So, OCR is basically a feature that makes the number of tasks very easy. There is no longer a need to store the piles of documents in your office when you can do it on the digital podium. Here, we are not asking you to store thousands of documents images on the computers. OCR is very ahead of it. We understand that storing the documents is not enough because editing, signing, and retrieving the documents are more important functions of a document. That’s where the OCR shows up.

Working principle of OCR

When you scan the document, OCR technology will read each and every word and will save it as a pdf file instead of an image. But wait, it is a very small portion of what OCR can do. It is obvious that you will save your document with a name. But remembering the name of multiple documents is the real headache, isn’t it? Here comes the OCR. Instead of putting the name of the document, now you will be putting the random keyword that you remember from the document, and boom, OCR will bring the document right in front of you.

Most of the time, we don’t remember the name of a document but remember what the document carried in it. So, OCR makes this little information sufficient to get the document and present it to you within moments.

Functions of OCR

1. Scans the document, not the image: most document scanners are capable of capturing the image only. On the other hand, OCR helps to capture the real document, its properties & information to save it in the digital format.

2. Reads the text: to ensure that you don’t have to remember the name of the document, OCR technology reads every word of it. Every single text is fed into the system to provide the best experience for you.

3. Makes searching easier and more fun: you are not a machine to cram everything and no one understands it better than OCR. So, just type in some words you remember about the document and OCR will provide you with the right document at the right place at right time.

Wrapping Up

So, it can be stated that Optical Character Recognition is an effective solution to provide relief from the headache of finding out the right document from the pile without having sufficient information. With OCR, you don’t only store and manage your documents in the digital format, but you also enhance their traceability and availability. Optical character recognition takes you a step closer to the automation of documents.

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Is Document Automation the Future of all Documents

Document Automation

Businesses around the world are evolving at an exceptional pace with the help of technology. The use of the automation process is not only “Good to Have” factor but has become an integral part of the business operational process for their survival in the market.

From the management of customers to the management of finance, everything is being performed with the help of technology. Still, one of the big areas which are undoubtedly one of the most important operations for any firm or business is talked very less about. The area is “Document Automation”.

When the question “Is document automation the future of all documents?” arises, there is no way that it can be answered NO for any reason. On the contrary, document automation is not only the future of all the documents but the present of all the documents as well. Let alone the big businesses, firms, and industries, the evolution of document automation can be observed in the day-to-day life of common students getting an education in the different parts of the world.

Most of the colleges and educational institutions have already adopted the trend of electronic notes and assignments for their programs and thus all the documentation between the students and management of the institution takes place in the electronic format only. This example is sufficient to indicate how quickly document automation is taking over the different industries.

Some Document Automation and Management System Facts

We can never question the future of the Electronic Document Management System as nothing is going to eliminate technology in the upcoming time. Will not it be more interesting to prove the statement with help of some real-time data? So, let’s head toward the data and numbers which effectively indicate the future of the Document Management System market.

The document management market system was recorded to have a valuation of around USD 3.09 billion in 2016. The same market is expected to reach a valuation of around USD 6.78 billion by 2023. It efficiently indicates a CAGR of 11.17% in a period of 8 years. Ignoring the CAGR, the data efficiently indicates that the industry will be achieving the valuation twice within a span of 8 years which is undoubtedly significant.

Why Document Automation is Document’s Future

The documents undoubtedly are one of the integral assets for the firm and thus the management of documents is also equally important. With the increasing size of the markets and a big area of operations, it is not possible for the firms to stick to the traditional form of document management.

Time is money:

When a company has to serve their products and services to the customers of different markets and countries, the time is nothing less than money for them. Also, managing the operations at all the different locations is never so easy and thus is not possible without the proper documentation.

For example, without the proper documentation, a firm cannot even open a small store in the market. In the scenario of globalization, a large network of documents is always going to be there for the smooth functioning of the firm in the different markets. This can only be achieved with the help of document automation only where the documents can be shared within moments irrespective of the distance.

Environment sustainability:

Every sector in the world is focusing on making its operational process more environmentally sustainable. But at the same time, documentation is one of the biggest factors within the firms that causes a negative impact on the environment. The use of physical paper negatively impacts the environment from the very beginning to last.

It initiates with cutting a tree, passes through the use of 10 liters of water for manufacturing every sheet of A4 paper, and emits carbon dioxide after burning at the last stage. So, it is going to be the biggest reason for the global shift of physical paper to electronic paper.

Accuracy is the priority:

Accuracy has been and will always be the priority of every organization no matter in which domain or sector they work. Here humans can never be 100% accurate but machines can be. Document automation will make sure that all the documents are in their defined place and are accessible with one click.

The chances of wrong documents being shared and the risk of important data breaching will also be avoided with the help of document automation only.

Long-term maintenance of documents:

The need for long-term storage and maintenance of documents is there and is always going to be there. So document automation is going to be the finest solution to meet this requirement. The documents stored in the digital format will not only be accessible within seconds but will also be safe from any kind of digital damage. There are not going to be the issue of paper damage, paper burned, or loss.

Wrapping Up

The need for electronic document management and document automation cannot be avoided in any circumstances of the present market scenario. So, in the last, it will not be wrong to say that Document Automation is the present, as well as the future of all the documents as the nature of the market, is not going to support the physical document for too long.

PERICENT helps to automate the documentation process for managing records and workflow of  that needs a set of activities to follow through.

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