By Ozair Yasin, MD, SoftAge Information Technology
Document Management systems (DMS) are digital programs that assist organizations to effectively streamline the documents and hence offers an effective solution to manage the massive bulk of business documents.
The system features the comprehensive set of capabilities required for every action within process operations such as creation, distribution, storage, organization and deletion of documents. Hence, these programs offer a concrete structure and operation format to work on unstructured documents.
Owing to its massive potential and impact on business process, DMS has become an integrated solution in across organization with a very high adoption rate. A Research Report at Reportsnreports.com forecast that the global DMS market would grow at a CAGR of 13.63 % over the period of 2013 to 2018.
The primary reason for the growing demand of DMS in every organization– in both business corporations as well as public authorities– is the array of effectual changes these programs have introduced in process operations.
As its operation is centered on organizing unmanaged documents for a structured and manageable platform, it has offered a proven methodology to reduce time and cost associated with document management. In fact, DMS has revolutionized the way process operations are conducted within organizations. It has added several features critical to success and optimal productivity of process operations. A systematic approach to document management, integrity and agility held as imperatives, DMS is successful to induce these aspects optimally in business processes.
Paper intensive aspects such as Availability, Security and Integrity of documents are the most desired aspects within any business processes. However, as operational structure within business enterprises have already moved from physical paper based models to digital or cloud based systems, paper documents are rapidly being sidelined. They are out of the scope of process operations.
Leveraging features of DMS, businesses are enabled to respond quickly to changing requirements of IT infrastructure and manage documents with similar integrity, security and availability offered by paper-based systems. In a nutshell, DMS is providing the advantages of paper-based systems eradicating its shortcomings, at the same time, leveraging benefits of digital technology for optimal business output.
Many experts have emphasized that DMS might turn to the next agenda in web development. The probability of this transition can be perceived from change in businesses; trending to be more customer-oriented and more openly accessed.
As internet is gradually transforming to the primary point of contact between businesses and end customers, the requirement to develop more strong and accessible websites is emerging as an imperative.
To act as a one-stop business interface, websites will have to be built with comprehensive set of features that offers restricted accessibility to customers into the organization. Websites are gradually being transformed into the user interface for customers in the frontend and the workspace for operation in the backend. Only DMS can offer such features and hence there is an infallible probability of such system to evolve as mainstream in web development.
The future business operations will be shaped by DMS through its self-evolution. Experts have pointed out a number of evolutionary aspects in the system. Volume, consumption, Legislation, collaboration and cloud are expected to impact the scope of DMS.
As information size is growing in the web sphere, the DMS will have to be integrated with larger databases. Additionally, consumption of data or volume of DMS will increase considerably in near future due to expanding nature of business as well as customer bases. Increasing perforation of internet means increasing exposure of process operations to stakeholders outside the business.
Hence, strict legislature or compliances will have to be maintained in DMS implementation across business.
Evolution of DMS is at par with the evolution of business process and operations. DMS has already induced massive structural changes in process operations and more are on the way. The need of evolution arises with the need to fulfill certain requirements. In business sphere too, many functional changes are shaping up and along with them, the requirement of business tools and technology are burgeoning. DMS emerged as the functional entity in business and it is changing the landscape of enterprise operations.