Document Management System
A Document Management System (DMS) is a software solution that allows organizations to manage electronic documents, files, and records in a centralized and organized way. It provides a set of tools and functionalities to store, organize, manage, and retrieve digital documents, ensuring that the right documents are accessible to the right people at the right time.
The primary goal of a DMS is to improve the efficiency and effectiveness of document management by providing a central repository for documents, automating the document management process, and enabling easy access and retrieval of documents. This can include features such as version control, access control, document tracking, full-text search capabilities, and workflow management.
DMS is an essential tool for businesses of all sizes and types, as it streamlines document management processes, enhances collaboration, and ensures compliance with regulations and industry standards. By using a DMS, organizations can reduce manual labor, paper waste, and the risk of errors associated with manual document management processes, ultimately improving productivity and profitability.
Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based documents captured with the scanner.
On average, 15% of organizations’ revenues involve creating, managing, and distributing documents. The average office worker uses 15,000 sheets of paper a year. And, 45% of the paper printed in offices ends up in the trash by the end of the day. Becoming a paperless company is not only good for the environment, but it also boosts our efficiency, wastes fewer resources, and fastens the processing of documents.
Logirobotix internally uses open-source document management systems like Odoo and suggests them to the customers.
Imagine a paperless company!
Imagine employees doing more in less time!
Manage all your documents in a few clicks
Document Management System provides a single point of access to all documents. Documents are sorted, filtered, and grouped based on a number of parameters.
With the digital document management you can:
- Collect information from any digital source.
- Collaborate with colleagues on documents and projects.
- Empower organizations to capitalize on accumulated knowledge by locating documents, experts, and information sources.
- Manage digital content.
- Manage all documents.
Intelligent Document Management System
AI (Artificial Intelligence) can be used to enhance the capabilities of a Document Management System (DMS) in various ways, such as:
Document classification and categorization: AI can be used to automatically classify documents based on their content, metadata, and other relevant factors. This can help to organize and categorize documents in a more efficient and accurate way.
Document extraction: AI can be used to automatically extract key information from documents, such as names, dates, addresses, and other important details. This can help to reduce the time and effort required for manual data entry and improve accuracy.
Document search and retrieval: AI can be used to enhance the search capabilities of a DMS by providing more accurate and relevant search results. This can help users to quickly find the documents they need and reduce the time required for document retrieval.
Document analysis: AI can be used to analyze documents to identify patterns, trends, and insights that can help organizations to make more informed decisions.
Workflow automation: AI can be used to automate document-based workflows, such as approval processes and document routing, helping to improve efficiency and reduce errors.
With Artificial Intelligence (AI) and Machine Learning, the DMS can learn how a human handles or file each type of document pattern within the company. For example, the AI can identify invoices by recognizing invoice numbers, keywords and dates. Then file them automatically to the respective folders and make alerts to the personnel to carry out the processing.
The DMS can moreover extract the information on all the invoices and consolidate them into a spreadsheet to track processing and payment status.
Previously, 20 people were manually working on data extraction for 3000 documents per day. With the automation of this task the OCR processing time could scan 100 document images per minute.