Document management systems enable efficient management of company documentation collected and stored in electronic form. The growing popularity of these software solutions has resulted in the emergence of diverse enterprise IT solutions for business on the market – systems that enable efficient management of company documentation in conjunction with the automation of business processes and many other features useful in companies and organisations.

Electronic Document Management Workflow Via DMS

Electronic document management workflow is currently being implemented by an increasing number of companies and organisations that are aware of both the specific benefits associated with its deployment, as well as those, who are entering the age of digital transformation, bringing about the concept of paperless office. The transition from traditional document management workflow, in which all company documentation was stored in paper form, to digital forms and automated archives offers a number of specific benefits, both tangible, measurable and perceptible in the daily operations of the company. It allows companies to observe a clean desk policy by removing piles of paper from employees’ desks once and for all, thus saving the time required for processing documents and navigating the archives, speeding up the decision-making process and preventing negative consequences associated with the destruction, losing or overlooking important documents.

Electronic document management also enables companies to handle their documentation more efficiently, as well as quickly process information relevant to running and managing the organisation. It also provides a much higher level of security, which will be appreciated by companies and organisations storing and processing sensitive, confidential data, which should be available only to authorised staff. Thanks to electronic document management workflow, implemented with the help of flexible and extensive software solutions, it is also possible to organise business processes and optimise them based on strictly defined business scenarios.

Document Management System – What Does Electronic Document Management Workflow Entail In Practice

Reaping all the benefits offered by electronic document management workflow is possible, provided that the company chooses an appropriate system dedicated to managing its documentation. The market of enterprise IT software offers a multitude of diverse solutions, with a variety of features, architectures and approaches to delivering business applications. The key to success is choosing the right software, whose functionality and features satisfy all the current and future needs of any dynamically growing and competitive business.

A document management system (or DMS for short) is a modern IT solution dedicated to business users, which enables them to intuitively, effectively and comfortably manage all company documentation collected, stored and shared in electronic form. Modern document management systems, apart from their advanced features, can also be tailored and aligned to the current needs of the company, which allows them to grow and develop in accordance with the rhythm and dynamics of business development, as well as its evolving needs and expectations.

The scope and ease of taking advantage of the benefits offered by the currently available systems is strictly dependent on their features, architecture and approach, as well as the methodology adopted by developers of a given solution. The most innovative and technologically advanced DMS solutions take advantage of modern technologies and bespoke mechanisms, such as workflow engine, elements of artificial intelligence (AI), machine learning (ML), business process automation (BPA), robotic process automation (RPA), smart optical character recognition (OCR), digital signatures and many other proven and highly useful enterprise tools.

Low-Code Platforms – Effective And Comprehensive Company Documentation Management

Contrary to appearances, a document management system does not simply have to be a solution that only offers features strictly related to electronic document management workflow. There are many DMS-class systems on the market, which offer mainly documentation management features, as well as more extensive and universal IT solutions, whose capabilities far exceeds the standard framework of document management.

Particularly noteworthy among the commercially available documentation management solutions are innovative low-code platforms, based on state-of-the-art technologies, capable not only of handling the key tasks of a DMS system, but also Business Process Management, enabling the development of tailor-made, highly functional and standardised business applications. Low-code platforms enable rapid and cost-efficient development of comprehensive business applications without coding, enabling companies to handle virtually any business scenario, both for core and back-office processes. 

The concept and low-code approach to delivering business solutions enables a direct and proactive involvement of business divisions representatives, who understand the process and workflow, but do not have expertise and programming skills or a comprehensive knowledge of the company’s IT ecosystem in the development process. Low-code platforms let companies take advantage of the so-called Citizen Assisted Development approach, based on synergistic cooperation between the end users of the business applications and IT experts. Their mutual cooperation results in the deployment of tailor-made, highly functional solutions, which are created with best IT practices and security procedures in mind, as well as the integration of new solutions into the IT infrastructure of the organisation. This approach fits perfectly with the coming digital age of Industry 4.0.