Document Imaging (Scanning).

Imagine doing more work in approximately 20% less space whilst requiring fewer personnel hours. And imagine doing that while simply not merely maintaining customer service but actually enhancing client relations.

Digital document management revolutionizes the management of information and provides the ability to rapidly find, retrieve and share all the documents stored in your repository. Electronic document management maximizes the value of paper documents. Files can still be printed, viewed, shared and stored whilst at the same time allowing a company to safeguard their documents from natural disasters and theft, comply with legislation and reduce their carbon footprint.

Electronic document management makes it easy to share documents electronically with colleagues and over a network.  Sharing paper documents usually entails photocopying whilst sharing microfilm requires converting the record to paper, but with digital documents you can view the same document simultaneously without having to leave your desk.

Your staff searches for information, acts on it, moves it and archives it every day. This process with its manual searching, faxing, photocopying and distribution is time consuming and costly. The inefficiencies of this process divert your staff from the crucial business of making productive use of their time and information. The space required to store paper documents is wasted and when freed up can be more effectively utilized for revenue producing activities.

DMS are outsourced document imaging specialists. Our aim is to assist our clients to eliminate many of the risks and reduce the costs associated with the storage, processing and retrieval of physical paper documents, whilst at the same time ensuring that the information once converted to electronic format is securely stored and easily accessible.

This is achieved by using high-speed production scanners to convert conventional physical documents to electronic format in accordance with the SANS 15801. The electronic documents are then managed through software as a resource system.  DMS offers bulk back-scans as well as day forward conversion services.

DMS are able to carry out the conversion process either on-site (client’s premises) or off-site (DMS premises). We assist our clients with the initial bulk back scan and to ensure that their on-going electronic document conversion needs are taken care of, we also offer ongoing monthly or adhoc services in respect of their day-forward document conversion requirements.

The DMS document imaging and management process flow

At DMS, we appreciate the value of documents in the running of an organization’s day to day operations as well as the importance of being able to retrieve the required document immediately. It is for this very reason that great emphasis is placed on Quality Control and Overall Project Control Procedures thus enabling us to provide our clients with high quality images and accurately indexed electronic files.

In order to achieve a successful document conversion environment, it is vital to ensure that each step in the conversion process is followed. Irrespective of the size of a project, this process flow is adhered to by DMS with Quality Control carried out at each phase of the process.

DMS converts all documents according to SANS15801.

DMS has developed a detailed Document Conversion Procedure Manual. All document conversion projects undertaken by DMS are carried out according to this Manual.

Process flow copyWhy Electronic Document Management?

More and more companies from all industry sectors are realising the benefits of managing both their electronically born documents and their physical documentation electronically.

In South Africa, The Promotion of Access to Information Act (PAIA) makes it legally binding for organizations to have a retention plan in place together with a comprehensive manual detailing how the organization’s documents are stored; how long they are stored; where they are stored; in what format they are stored; and the process followed to retrieve the documents as and when they are required.

The King Commission raised the importance and profile of good corporate governance and compliance. The control of physical and digital documents forms part of the governance profile.

Below is a brief comparison between the main functions of storage from the perspective of traditional paper storage and that of electronic document storage.

Electronic Document Management wins every time.