Tag Archives: Document Management System Software

What is the Need to Invest in Cloud-Based Document Management System?

Every industry deals with loads of files and folders and therefore, demands to organise them is also scaling up. Every organisation needs to maintain secure records of their clientele, purchases, and expenditure.

This need can be easily addressed by a cloud-based document management system. Nowadays people are opting to save the data on clouds rather than on paper so that no matter what happens, the data can be retrieved easily.

Not only one can save the documents on the cloud but such software can even help in storing, capturing, retrieving, and indexing the data. If you are planning to develop DMS software for your business then make sure that you get it cloud-based.

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The advantages of having a cloud-based software are,

1. Faster and easier deployment and installation – Cloud-based software do not need a specific set of instructions to get installed. It can be accessed like a SaaS software. All that customer need is a browser and a lightning internet connection. Thus, the client and employees have to put provide the software with minimal inputs and can enjoy the entire advanced functionalities and features of it.

2. Cost-effective option – Having an entirely new software would require new and advanced systems with separate server setup. This issue gets resolved with a web-based system. Hence, an enterprise can save a lot of money. Also, the monthly expenditure for document management system gets reduced and more work can be put into modifying the system and integrating it with more advanced tools.

3. More options under accessibility criteria – Being available on the cloud, the DMS software allows the clients to access, upload, save, and utilize the data as per their convenience. This is probably the main reason that attracts the enterprises to shift from the old desktop version to highly advanced version.

The DMS software has to be made accessible in the easiest format so that employees can use it efficiently and not feel the procedure cluttered.

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Looking to hire a team to develop a DMS software? Go for the cloud-based document management system for its efficiency and ease of accessibility.

What are the Important Functions that can be Performed with DMS Software?

Managing a file in an organisation is a very crucial but tedious task. Employees find it very difficult to manage the versions and editions of the same file. Therefore, a lot of companies are opting for document management system software.

When an enterprise is set up then the documents are less and hence, can easily be managed but as growth occurs, the files also grow in number and then it becomes almost impossible to keep tracks of multiple records.

Hence the development companies came up with an idea of software that can take care of all these issues while enhancing the productivity of the employees.

The DMS software developed by a software development company in Noida broke all records when it was first introduced in the market. People booked demos and were instantly interested in buying the software for their enterprises.

DMS softwareLet’s rewind the important functions that the software can perform,

1. Security setup due to authorized access – The software though can be accessed by the employees yet not every employee can access everything stored in the system. The admin has the authority to assign specific access to the users. This restricted access ensure that everyone cannot get their hands on the files they are not supposed to.

2. Advanced tools to make a quick search – Imagine yourself surrounded by a huge number of documents and now your boss wants you to find out the specific file. If you are lucky then you may get it soon or else it can take up days or even an entire team to extract the file. However, the development team integrates the software with advanced features so that when you save the data you add a description with it. While searching you can use that description to retrieve the data.

3. Multiple versions can be stored – Unlike manual procedures, you cannot have too many versions of the same file and not get confused. While with a web-based document management system multiple editions at the same time can be stored with date and time of edition. Thus, the managers can even track the versions.

Because of all these functionalities, every enterprise that is struggling with data maintenance should opt for DMS software. It is easy, efficient, and secure solution to all the major problems.

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Looking for a solution to data storage problem? Get a web-based document management system built by a software development company.

Importance of the Document Management System in the Banking Sector

The banking sector is the most magnanimous sector that deals with customers, papers, documents, and calculations every day. The balance sheets and calculations in a bank are inevitable even for the lousiest day. The banking sector has adopted so many technologies in order to provide better service to its customers.

The use of tech-savvy solutions has helped the sector to improve its productivity at a level which was unbelievable a few decades back. With the increasing number of the population getting associated with banks, it is only viable that banks need the document management system more than ever.

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All the branches of the banks are not of the same size but the amount of work and process is the same. Therefore, the software can help in managing the process and sharing the information an easy task than what it is and used to be. The advanced features of the software have been found to help many authorities to deal with customer data in a more convenient and secure way.

Even today, many banks and branches have created a physical space to store the documents and more often or not they have to deal with the destruction of the data in case of calamities and mishaps. Moreover, the employees find themselves stuck in between the process because the document might either be worked upon by other staff or it must be on the way to be acquainted with another authority. This issue gets resolved with a web-based document management system.

With the help of the software, the industry can make more accurate calculations and enhance the reliability of customers. The improved customer service helps in bringing more people to the doorsteps and thus, greater progress of the sector. The software allows authorized access to the people and also help in tracing the illegal access that would have been made in the past.

The software helps in building trust among the customers so they make more investments in the bank. The software helps in cost-cutting which has been major in the industry because of the arrangement and management of documents. Keeping the benefits of the DMS software in mind, it is high time that the banking sector takes an initiation towards secure document management.

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Being the largest industry among all, the banking sector needs a document management system more than ever to build trust among employees and lead secure storage of data.

How Can You Get Benefits From the Document Management System Software Over a Period of Time?

Document management system software is one of the best set of automated tools that any of the business owners are using. From small business owners to large enterprises, everyone is aware of the difficulty of handling the large documents.

Since ages, everything used to be written down as proof but when with time, the writings started fading away, people started looking for options that would guarantee the survival of the data for as long as the human race has to live. This is where DMS software came to rescue, has existed since the advent of it, and now increasing in demands.

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Let’s explore how an organisation can draw benefits from a cloud-based document management software in the long-term,

1. Secure and coherent storage – Handling data and files in registers is no doubt a head-scratching task with no guarantee that the data would be safe after some time. The same issue does not occur with DMS software. It has a centralized structure that helps to organise and store data securely. It also has advanced tools to make retrieval a cake walk.

2. Time-saving architecture – The internal structure of the software is so slick that it saves a lot of time and adds speed to the workflow. However, to maintain efficiency, it is important that the users make the orderly use out of it and do not misuse their right to accessibility.

3. Metadata scanning – A software development company in Noida, explains that it is actually the description of the document or file that makes it easier for people to find the data, make amendments, and then store a new version. Keywords have a very important role to play in the software.

The constantly changing aspects of any business have lead the DMS software to evolve a lot. And with constant modification, the software can assist to the scalability in an efficient manner.

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Looking to use the document management system software for the long run? Read the blog and learn the scalability aspects of the software.

Advantages of Document Management System Software in the Legal Industry

The legal industry is among the very few stores each and every data. It cannot work without scribbling the words on the paper and then making amendments as the days and hearings pass by.

If we suppose a case then every statement, every hearing, and every spoken word between the two parties get written to ensure that no decision shall be taken under influence but by considering all the evidence.

Such an industry can sure make the best out of a document management system software. The multiple revisions and editions of the same document can be saved securely in cloud-based software.

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Here are a few keynotes that will help to understand how the legal industry can draw maximum benefits from a DMS software,

1. The well-organised structure – The streamlined architecture of the software helps in creating folders and sub-folders with documents added in the proper format. The pre-defined layout reduces the time to add the information and speeds up the procedure.

2. The encrypted file storage – Unlike the existence of the files in papers and systems, the software encodes the files so that people unauthorized access cannot get their hands on the files and later the content. This is the biggest advantage for the industry.

3. Advanced search option – The web-based document management system allows users to make quick research and find the oldest documents in a matter of time. Using the meta-data it becomes super easy to reduce the time of rummaging through the files for old evidence and statements.

4. Records of editions and multiple version storage – It is often necessary that a document shall be accessed by many. Also, multiple people can make editions in it. The DMS software keeps the record of who accessed the document, for how long was it accessed, who made the edits, and how many versions exist.

5. Document retention – There is always a fear of losing the documents. This is addressed very responsibly the software. It saves the back data and makes it easier for users to retrieve it.

6. Secure sharing – Sharing of data may involve breaches in the process. But the best software development company in India says that adding the security and making the sharing easy is the prime functionality that is integrated into the software.

The legal firms must try out the software and then decide if they can have the best use of it.

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If you have a legal firm then you must know how difficult it is to maintain and retrieve the data. Try the document management system software and draw benefits from it.

A Guide to the Brief by an Application Development Company

If you want to develop software and looking for an application development company to build it then it is very important to find one that understands your business specifications and requirements. This helps to ensure that the end product will suffice to all the needs for which it is being created.

A brief here plays an important role. It explains the specifications that will be taken into consideration while developing the software. Especially in bespoke software development, it is very much required to enlist the priority and unique specifications.

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In order to turn your vision into reality, firstly a business needs a software development company that has experienced team of developers who have worked on a similar concept or technology before. If you go on searching for the best software development company in India then you will come across several companies stating themselves to be the outstanding one.

However, it is only after the discussion, requirement gathering, proposal draftings, and briefs that define whether the company is best or not. Here is the work of briefs come into play. When a client notes down all the essential aspects of development, that makes it easier for the developer to understand the scope and make recommendations.

A brief usually consists of,

1. An overview captures all – An overview provides the gist of the requirements and problems that will be solved with the development of the software.

2. Personas defining the end-user – It defines the people using the software and how they will access it to solve the problems that initially they were facing.

3. Specifics – It defines the specific features and functionalities to be integrated into the software. It also defines the interface of the software to make it easier for the developer to understand who everything will be connected and proceed.

4. Delivery – This defines the expected timeframe in which the task has to be completed and deployed to the client to be made available for the end-user to use it.

For example, a brief for document management system software would include the fundamentals of the software and how it will make easier for the people to organise the files and save unlimited revised versions. It will also define the entries and other end-users who can make the best use of the software. Then the specifics part will define the specific features of monitoring and accessibility. Lastly, the timeline for development when an SME can start using the software.

Like all people are not the same, similar is the case with the software development agencies. Therefore, in order for the team to understand the business plan, it is important to provide a brief to them.

Description:- A brief is an important aspect for taking the discussion forward between the client and an application development company. Read the blog to know what a brief must contain.

How DMS Software Helps in Managing and Storing Documents?

GA Technocare Technology provides DMS Software that is able to keep every single document of a company in digital form on a dedicated server. As the data is stored in digital form, you can access them anytime from any place by connecting to the server.

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Digital Document Management System Software assures that as any document enters into your organization, a high-quality soft copy of it must be uploaded on a server after scanning document. This software works on Optical Character Recognition, OCR that means you can search for your needed documents by typing any keyword from the related document. You do not need to shuffle countless documents to get the needed one.

Being a Cloud Based Document Management software, DMS makes your data available round the clock. As the data is protected with a strong password, no unauthorized person can breach to look into your data for stealing confidential details. The software shows data only after entering required credentials into it.

Apart from providing security to your data and saving your valuable time, Digital Document Management System Software is a cost-effective and easy to use application. By storing documents online, DMS saves a lot of money that could be spent on buying pin, pen, paper, stapler, folder, and shelves. And documents need a lot of attention to prevent them from termites and other insects.

Why Electronic Document Management System Software Is An Easy, Efficient And Affordable Software?

Adopted by industry segments, Electronic Document Management System Software introduced by GA technocare technology is packed with high and powerful functionalities to store, manage and organise your all documents at one single platform.

GATT-DMS-Software-Demo

When it comes to its use in HR management, it automates the key functions of HR including leave management and payroll management. The team of developers at GATT has done long research before developing this software. Thus, you do not find any lapses in the software. This software has simple and handy interface. Moreover, this Web Based Document Management Software stores your documents on cloud, which protects the documents in the event of system crashes and network failures. In addition, you get instant and easy access to data due to its powerful search feature.

This Cloud Based Document Management Software has various folders and subfolders for categorising organisational documents according to its type and size. In long run, it helps to generate reports and trails, which can be needed for many purposes. Its strong integration capabilities help to integrate the software with other software. Our DMS software provides great flexibility to the business. Therefore, it is successfully adopted by numbers of organisations in passing years.

This software can be integrated with existing system of company and previous activities also can be retrieved using this software. If you are the one who is seeking for Electronic Document Management System Software for long, you can request for the Demo for DMS software. Our team of developers quickly responds and provides demo of the software whenever you want.

How does DMS Software Enable you to Manage Documents in a Company Easily?

GA Technocare Technology brings the most awaited facility of digital documentation as DMS Software. Using this software, you can store your documents easily in digital form. This facility does not only allow you online storing of documents but also ensures against any damage to your documents. Being in digital form, no termite can destroy documents, and if the document gets deleted unfortunately, you can restore that easily when in need by using the options provided in Digital Document Management System Software.

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Being a Cloud Based Document Management Software, it allows you to access stored documents anytime irrespective of place. As Digital Document Management system stores documents in encrypted form on server, no unauthorized person can look into your documents in order to steal confidential data.

GATT offers the best available DMS system software solution that ensures you a hassle-free service by it. As any document enters in your company whether it is related to employee or company, a scanned copy of document gets uploaded on server. As DMS Software works on Optical Character Recognition OCR, you can search for the needed document by typing any keyword related to the document. Just in a blink, you will get the required file.

Cloud Based Document Management Software enables you to access your data anytime. All you have to do is to provide the needed credentials on server. This feature of Digital Document Management system software ensures the privacy of your company. Considering benefits, Digital Management System has become an intrinsic part of a company.

How to Achieve a Rapid Growth by Using DMS Software in an Organization?

GA Technocare Technology provides DMS Software that is a versatile utility by using which you can accomplish numerous tasks in less efforts and the best part is, your organization will get a rapid growth as this software is able to enhance the performance of organization by reducing the workload regarding management and administration.

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DMS Software enables you to store all documents online irrespective of the size or number of documents uploaded. This software works great towards providing the best experience of e-governance. Along with being beneficial, it is cost effective too. It saves a lot of money that could be spent on arranging papers, pin, folders, staplers, and pen. You would have felt that if you keep your documents offline, it occupies physical place too.

As any new document comes in your organization, Digital Document Management System Software makes sure that the document is scanned and a soft copy of that document is uploaded on the dedicated server. By using this system, you can search for the needed document in just a second. You do not need to shuffle offline documents for getting the required document. This system is enriched with the feature of Optical Character Recognition OCR that searches documents by reading their texts.

Digital Document Management System Software by GATT keeps the prominent feature of providing security to your stored documents. It stores documents in an encrypted form. No unauthorized user can access documents as it asks for password at the time of accessing.