How docManager Helps You To Find Documents From The Heaps Of Files

                  What is a document management system?

To put it simply, the term "document management system" refers to software that allows you to store and keep track of all your digital documents. It comes with various wonderful features and benefits.

The most important feature of document management system is its search engine. Every DMS consists of functions like creating, editing, storing, organizing & collaborating and the Search Engine to search the file, irrespective of any formats or locations, it is powerful enough to present the required information of any document on your screen within the blink of an eye.

  How docManager? helps you to find documents from the heaps of files?

We have prepared this whitepaper for the millions of businesses that have yet to realize the benefits of digital document management, and as a result, have an enormous opportunity to improve their efficiency, productivity, and profitability.

 Organizations with docManager? at their place to handle all their documents, operate at a vastly superior level of efficiency compared to those that still rely on paper files and folders. Even companies with most of their documents in digital form, but in a traditional folder structure, suffer many of the same drags on productivity as paper-filing systems. Time is wasted constantly looking in several folder locations for misplaced documents. This is often compounded by the proliferation of multiple versions of the same file that results in errors and repeated work. Without a document management framework, businesses find it very difficult to enforce reliable file organization and to optimize their internal processes.

 docManager? is designed to organize business files and records digitally, whether they started out in paper form or were generated by software applications. Paper files are first converted to digital format by scanning. This provides a more compact means of storage, universal access for retrieval, and higher levels of data security and privacy.

 For businesses across the board, eliminating the bulk of their paper documents and records will immediately eliminate substantial material and labor expenditures. Companies are also liberated from paper’s inherent limitations as a means of information storage. To share or distribute paper files, they must be duplicated. To store them, companies must devote a large portion of their office area or lease a separate space dedicated for physical file storage. The more staff and files are spread out across locations, the greater the obstacles to access. Given the large expense and inconvenience of paper documents, maintaining them in digital format instead leads to a substantial increase in efficiency and decrease in operational costs.

Below are the hidden threats of Paper files

Labor: - Walking to the file cabinet seems like an insignificant amount of work, but a closer examination reveals that paper filing adds up to an enormous drag on productivity. If it takes five minutes for a $20-per-hour employee to get up from a desk, find the appropriate file cabinet, and locate the folder he or she needs -- and he does this five times a day -- then that’s more than 500 hours spent filing per employee per year.

 Misfiling: - It has been estimated that it costs $120 to search for every misplaced file and $220 to wholly re-create a lost document. In a hypothetical ten-person staff, one could estimate that three items are misfiled per month, and once per month, the staff has to re-create a document that was already completed, but they just can’t find.

 Office and Storage Space: - The footprint of an average cabinet takes up 15.7 square feet, while the average office rent in the India is $10-$15 per square feet annually. On the low end, offices spend $236 per year per cabinet just for the real estate. It is reasonable to assume a small storage unit to store older archives is at least $100 per month. Add in the mini-mal expenses of cabinets and boxes, and storage cost rounds out to about $4,200.

 Paper, etc.: - The habit of keeping hard copy documents on file means a lot of printing, a lot of photocopying, and a lot of A4. The average India’s white-collar worker consumes 10,000 sheets per year. That’s two cases per employee, running about $40 a case.

 A heavier drain on budget than paper is everything related to it: ink and toner, printer and copier repair. According to studies, the printing, copying, binding, and other han-dling works out to almost six times the cost of paper itself.

 Today’s businesses are up against more challenges than ever in the past. With technology having such a massive influence on just about every aspect of modern-day business, organizations in just about every industry struggle with how to best approach the workday. One of the biggest effects that modern technology has had on business operations revolves around the demise of paper documents.

Paper is expensive, wasteful, far from secure, and has very little place in the future of business. While some businesses think they don’t need to move away from paper, getting started with this practice has never been so crucial. And finding document from these papers is very difficult. Knowing how to make the transition from paper to digital documents can be difficult ... and there’s no better way to get things off the ground than to implement a well-designed document management system.

docManager? is always there to help you

docManager? is the Digital Document Management System which helps you with its powerful Search Engine which acts like google assistant or Siri to get you whatever & whenever you want. CR2 Technologies Limited has introduced 2 models – SaaS model as well as On Premise model. Users have a choice to pay as they use or they can go for their in house Server.

Suppose, you’re sitting at your desk when suddenly an urgent e-mail comes from your boss. They are requesting the latest version of a critical policy document he/she urgently needs for a meeting. No sweat, you will easily find it in your company’s document share drive. You begin by looking in the likely places starting with your department folder you think it should be in – no luck. No problem, you will just use the search box to find the document, typing in a predictable title. There are plenty of document matches for your search but you know that none of them is the document you seek. Panic sets in and your boss is now calling your desk phone, as he/she is running late for his/her meeting.

We’ve all been in such situations, as we think we have organized our company “shared” network folders, documents get lost and frustration sets in. Whether it is neglecting to archive or delete the outdated version of documents, images, files, assets, etc. or employees orchestrating confusing naming scheme for the folder structure – the point is this archaic means of organizing and managing documents/assets isn’t working for your company and it is costing you.

With the help of docManager? you can find your document within a second. You can find the document with its title, Meta title as well as if one doesn’t remember title then they can find the document with its content too. So docManager? helps you to find the right document at the right place.