What is Document Management and Imaging
CYBERSYS CORP – ABSOLUTE DOCUMENT MANAGEMENT SYSTEM (DMS) BRIEF DESCRIPTION AND INTRODUCTION OF DMS

I. INTRODUCTION - DMS

What is a Document Management System, or DMS?
At the risk of stating the obvious, it could be said that a content management system is quite simply - a system that manages documents.

To fully understand what a DMS does, we have to first define a) what we are referring to when we talk about documents, b) what it is to manage documents, and c) what do we mean by a system.

What are documents?
A document is in essence, any type of digital information that can be used by a computer system.  It can be scanned images of paper documents, word processing files, video files, sound files, etc - or in other words – any type of file that can be used on a computer.

What is Document Management?
Document Management is a set of methods used to ensure the efficient and secure control of documents.  This is done by combining a centralized storage system and decentralized staff to add documents to be managed.

What is the DM System?
The system itself is defined as a tool or combination of tools that facilitate the efficient, effective and secure storage and retrieval of documents.

To combine all three, we can say;

"A DMS is a tool that enables a variety of (centralized) technical and (de-centralized) non technical staff to create, manage and finally store a variety of documents (scanned images, word processing files, etc) while being constrained by a centralized set of rules that ensure efficient and secure access to documents."

II.  WHY DO YOU NEED A DMS?

With all the paper that a business generates every day, storing and retrieving information becomes a very difficult task.  Document Management Systems (DMS) allow for critical documents to be stored and managed in an electronic format.

A Document Management System will greatly reduce the amount of time it takes to access a document.  It is no longer necessary to search through a conventional file cabinet for a needed document.  Now, the document can be retrieved with a few clicks. 

Document security can be one of the most important needs of a Document Management System.  The DMS allows the system administrator to specify who is authorized to view, print and export documents.  The DMS also creates audit logs, which allows the administrator to determine the activity of users in the system. 

Making use of a Document Management System can save a company in two different ways.  First, a DMS can reduce the number copies that need to be made of paper documents.  Now instead of making multiple copies of documents and disseminating them through out your organization, images of those documents can be stored in the DMS and then viewed on-line by employees authorized to so. Second, with office space at a premium, the on-site storage of paper documents can become quite expensive.  Implementing a DMS reduces costs of storing paper documents by allowing the storage of documents off-site.

Our suite of Imaging Product are described below.

Absolute DMS Suite of Products 

The Absolute DMS Suite is an entry-level document management system well suited for small to medium size organizations. The system allows the scanning of up to 500 documents a day and allows for the storage of 1,000,000 documents. 

Absolute DMS Administrator 

DMS Admin is the tool that allows the administrator to fully customize the system to their companies’ needs. 

Admin Features:

·        Allows the creation of multiple file cabinets.

·        Each file cabinet may be indexed on up to five different values.

·        Multiple queries can be created for each file cabinet.

·        Multiple scan profiles can be configured for the different types of documents that will be scanned - paper size, paper orientation, and brightness/contrast levels.

·        Allows the creation of user accounts and setting their access levels.

 DMS Scan 

DMS Scan is used to add new documents to the system. The three-step process allows the user to quickly add new documents to the appropriate file cabinet. In step one, the user scans a batch of documents.  Step two allows the user to insure that insure the documents have been scanned properly.  The third step allows the user provide index values for each document.

Scan Features:

·        Documents are scanned into batches that allow for the easy manipulation of the images.

·        Supports multiple document sizes depending on the type of scanner.

·        The use of scanning profiles allow for the easy selection of scanner settings.

·        Supports one scan station per system.

 Quality Control Features:

·        Allows pages in the batch to be rescanned when an image does not have the desired quality.

·        Documents can be added or deleted from the batch.

 Index Features

·        Index values can be set to auto-populate with data.

·        Index values can be populated using pick-lists.  Pick-lists require the user to select from a list of values that are valued for that field.

 DMS Viewer

 DMS Viewer allows the users to view documents that have been saved in the system.  This simple process allows the user to perform searches on a file cabinet and then view the documents.   

View Features:

·        Print documents to a local or network printer.

·        Images can be easily exported to a file.

·        In a networked environment, multiple workstations can be used to view documents.

Minimum Requirements 

·        Scan/Storage Station: Pentium 4, 1.0 GHz.  256 MB memory.  Windows 2000 SP4 or greater.  40 GB hard drive space.  Backup solution for database/images.  Must be dedicated to document imaging system.

·        View station: Pentium 3, 500 MHz.  128 MB memory, Windows 2000 SP4 or greater.

Please feel free to contact us to explore possibilities.

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