IT-supported creation, capture, saving, archiving, and output of documents of every type and format
DMS – Manage documents efficiently and consistently
Document management is the IT-supported creation, capture, saving, and management of electronic documents of every type and format. Those documents include not only scanned correspondence, but all types of structured and unstructured information present within an IT system (including digitally transmitted documents/faxes, files from Office programs, XML test files, database tables, images, graphics, multimedia data).
The goal of document management is to sensibly manage this plethora of information and files and prepare them for various business processes such that performing tasks within these processes is logical and sequential.
In addition to document check-in, check-out, and versioning, a number of other management functions are needed, such as supplying metadata for database-supported document searches, merging related information from various sources, and automatic electronic archiving.
Experts see document management in both narrow and broad terms, differentiating between the the two. In the narrow sense, document management is about efficiently managing sizable file inventories—a classic application is the electronic record in which data from various sources is merged—whereas seen broadly, document management is the interaction of different areas such as:
- Document management in the narrow sense
- Office communication
- Computer output on laser disk (COLD)
- Workflow management
- Electronic archiving
- Output on all physical and electronic channels (output management)
Compart: The standard for Multichannel Document Management and Output
The requirements placed on customer communication in a company are growing, are becoming more complex and demanding all the time. Regulatory specifications are increasing, and exacting service level agreements must be fulfilled. Customers expect to have up-to-date information, and be notified through the medium of their choice, and that often changes.
Many companies have different systems and applications to create, produce, archive, and store documents. Projects aimed at replacing only one of these established processes are fraught with risk, making return on investment (ROI) difficult to calculate.
Add to that the fact the documents created individually (Office programs, email, fax) are often poorly managed. In other words, they do not meet compliance specifications to the same degree as centrally generated documents. The result? Legal requirements are violated, and security and risk management is made more difficult overall.
In short, inefficient business processes to create and approve documents slow down the implementation of new requirements for customer communication. At the same time, implementing modern IT-solutions is proving to be difficult if not impossible because they have to be compatible with the existing applications. It’s not possible to integrate all the required applications into the document and output management infrastructure to establish universal, transaction-safe processes.
The result is ineffective and non-transparent communication between the departments and the output management center.
But it doesn’t have to be that way. Based on its solid expertise in multi-channel document management with built-in state-of-the-art technologies, Compart offers comprehensive support in meeting every requirement of modern customer communication.
Compart solutions enable companies to accept data from various applications, process it, and store it in read-only form, as well as to output and send it to the customer over the requested channel. Compart sets the industry standard for multichannel document management systems (DMS).