software-development

3- Automation process
Some documents used by companies are only available for a defined period of time and need to be
regularly updated. Document management system allows you to automate part of this document
request. Indeed, they generally offer you the possibility to set deadlines and automatically reminds
you when you need to ask for the most recent version of a document (or even directly request the
document for you). It helps you saving time and always being audit ready all year long.
4- Better Consistency
The more documents and external companies you have to manage and deal with, the biggest variety
of documents you will have with different formats, languages, layouts, etc. Using a Document
Management System helps you have some consistency in your system by setting yourself your
templates, easy to share with your business partners and by setting formats readable by every
devices such as PDFs.
5- More Security
Security is a major topic when talking about document management. Sensible data need to be well
protected at any time from intruders and from colleagues which should not have access to it.
Document Management Systems generally offer Role Based Access Control (RBAC). Each user
has an access to the data and documents he/she needs but no more. The administrator can manage
all those access and decide if the document can be viewed, edited or invisible to this user.
Furthermore, tracking systems allows the administrator to see the full history of each data and
documents and to know who viewed or modified this documents. Your documents and data have
never been so safe!
6- Better integration
Most of the document management system generally can adapt to the current systems used by
companies thanks to an API. Thanks to this system, all documents and data will automatically be
sent to the DMS, saving you precious time and efforts.
7- Data backup
Paper document management has several major flaws: it can easily take a lot of space and can
unfortunately be destroyed by fire or floods. Digital document management offers you a data
backup to always have those documents and be ready to work when the worst has happened. Also, it
helps you save office space and let you use this extra office for new employees for example.
What is RFID?
RFID is an acronym for “radio-frequency identification” and refers to a technology whereby digital
data encoded in RFID tags or smart labels (defined below) are captured by a reader via radio waves.
RFID is similar to barcoding in that data from a tag or label are captured by a device that stores the
data in a database. RFID, however, has several advantages over systems that use barcode asset
tracking software. The most notable is that RFID tag data can be read outside the line-of-sight,
whereas barcodes must be aligned with an optical scanner.