The 5 “W’s” of Document Management Systems

Document management systems are one of the most popular types of computer programs currently utilized in modern business and manufacturing environments. In an era often termed the "Information Age," a document management system provides much needed control over an ever-expanding array of data, words, spreadsheets and statistics.



1) What are Document Management Systems?


Document management systems are simply computer programs (i.e, software) that manage and control documentation. "Documentation," though defined somewhat differently by separate program developers, often refers to any file type (including spreadsheets, presentation files and even graphics). Document management systems are essentially information controllers, information storage keepers, information protectors-- and finally--portals for communication between individuals and entire organizations. These last communicative features are an especially valuable characteristic of many document management computer programs as they allow the rapid segue of recorded information to be controlled and organized from virtually anywhere across the globe.



2) Who Uses Document Management Systems?


As hinted earlier, all types of businesses and manufacturing environments utilize document management systems. Legal and medical offices use the technology to improve customer service and to comply with HIPAA regulations. Hospitals utilize the technology to comply with JCAHO standards and automotive manufacturing environments utilize the technology to manage APQP and PPAP related documentation. Don't forget pharmaceutical, aerospace, biologics or biotechnology companies. All of these companies are becoming increasingly automated and increasingly more adept at managing their document management systems.



3) What Are Document Management Systems Used For?


Document management systems are used for a variety of functions. Primary functions include the creation of a collaborative virtual environment where users from around the world can collaborate together as essential documentation is created and edited simultaneously. This feature is often improved with another feature: version control. Version control provides the necessary functionality that automates the tracking of documentation and the tracking of subsequent changes as a document is routed to multiple users. Version control often makes use of meta-data for the creation of audit trails and for quick search and retrieval of all documentation. Document management systems are also commonly used to trigger escalations for high-priority products or to trigger training tasks related to various document updates, etc. A document management system also acts as the classic-yet virtual-documentation vaults, protecting essential records from both virtual and physical dangers.



4) Why Use Document Management Systems?


Companies that are not currently using document management systems might consider the following rationale for DMS implementation within their own business environment.



• Save Money - Document management systems often pay for themselves in 6 months to a year

• Greater Efficiencies - Document management systems eliminate the need for most paper-based copies and eliminate the need of manual office-to-office routing, escalations and the pains of manual document collaboration endeavors

• Compliance - If your company needs to comply with government regulations or wants to become accredited with specific national or international standards, a document management system is often the tool that helps obtain and maintain compliance or accreditation

• Peace of Mind - Legally, for most industries, it's simply best-practice to maintain and protect sensitive documentation



5) When Did Document Management Systems Become Popular?


Document management systems have become more popular with the every-advancing popularity of the Internet and increasing opportunity for inexpensive forms of online communication and online business conglomerates. Document management systems have also become more popular as faith in the protective powers of well-built computer software broadens and the need to comply with increasing national and international regulations and standards increases almost daily.



How Do Companies Utilize Their Document Management Systems Creatively?


Many companies often think of document management systems as "stiff" systems with little flexibility or no creative "impulse." In today's world of increasingly flexible computer programming users should demand more from their document management systems. Whether a company desires an off-the-shelf (compatible) model, a fully configurable model or something in between, users need to demand functionality that can be utilized creatively. Document management systems that can automate training and be integrated with a company's ERP, CRM, MES and/or PDM applications manifest true creativity in the every-changing evolution of document management systems.



Marci Crane is the Lifeline Publications Editor for MasterControl, Inc. in Salt Lake City, UT. To learn more about document management systems for modern business and manufacturing environments, please feel free to contact a MasterControl representative.