![]() ![]() The above specifications are basically the minimum criteria that most business software includes out of the box. The server should, in general, have at least 8 gigabytes of RAM and a CPU with at least four processor cores. This is because the data that a system displays on files is gathered in the background through computationally intensive database queries. However, there are a few specific requirements for a DMS server's minimum hardware. The speed at which the DMS responds to a document request is determined, in part, by the speed of the server hard disks - SSD hard disks provide substantially better performance than traditional hard disks in this regard.įurthermore, the quicker the server's processor (CPU) is, the more users access the DMS at the same time. The server component's hardware specifications differ depending on the network's configuration and the amount of documents that are processed. These modules can also be mounted separately from one another in larger networks. Other components on the server include a database that stores document metadata and a text recognition system (OCR). On the server component, all documents are to be archived and stored in encrypted form. No mobile app to allow remote work from a desktopĪ client-server installation is usually brought into the context of document management systems.Other aspects which should be considered regarding this topic are: Microsoft even went as far as to point out explicitly, that custom changes are not recommended, which are not unusual in the business world. Besides missing features, the costs for support and customization are high.įrom our experience, it is important to easily adapt your DMS to the company's needs. ![]() However, the software is providing a holistic approach whereas the focus is not as strict compared to a standalone DMS. The question often arises as to whether Sharepoint can be used for large scale document management. SharePoint from Microsoft is a popular web-based collaboration system along with other microsoft office tools that uses workflow tools, list databases, and other web parts and security features to enable business teams to collaborate. Sharepoint for large scale document management? Many more criteria should be considered for your optimal document management system, which is why we recommend comprehensive consulting and planning. This should work with nearly all file types, may it be. We recommend a preview window, where you can see your file, without having it to open in an external application. Since your employees are working daily with it, it is crucial to have a convenient interface. Modern systems use state-of-the-art OCR which has a very high recognition rate, such as Omnipage or Tesseract.Īnother important factor is the usability of your system. This is crucial since it will enable you to do a full-text search later on. When choosing the best system, you should consider optical character recognition for example. ![]() However, the are certain features that are used in nearly every company. Since every company and their requirement is different, it is not practical to name only one system. Today, there are many types of document management systems. Document security is improved, which means fewer documents are lost.There is no requirement for distribution copies.Improved control choices and more transparency.The chance of lost documents will reduce significantly and you won't have to create copies when distributing the documents to other employees. ![]() It is possible to keep track of every change which is made by the users. Moreover, you will gain transparency in your workspace. The system will inform you, when there is a possibility to terminate the contract. For example, you will be able to manage contracts more efficiently and won't miss any deadlines in the future. Many more benefits arise when using a DMS. Many DMS are audit-proof, which means there will be an uneditable original file. Even better, most of the time you will not need to store the original document. With the help of cutting-edge OCR and quick responding servers, you will be able to search details within millions of documents in a matter of seconds. The search for information or small details on a document are very time-consuming and in some cases even impossible. For paper-based documents, the costs of physical paper storage will rise. Over time, it gets more difficult to keep track of every document. Even small companies receive many daily documents - may it be digital or paper-based. ![]()
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