Top 3 must have features of a modern document management system

Nalaka Withanage Uncategorised

Automatic document classification

Manual document classification and uploading content into the document management system is slow, error phone leading to process inefficiencies. Automatic document classification can intelligently recognise the text of a inbound document or email and decide what the document is about and route it to the relevant location of your document management system where the right business process is kicked off. Modern digital content analysis and transformation frameworks can perform these tasks based on the content or layout or a combination of both with auto learning capabilities.

Auto tagging of documents and content

80% of inbound data today are highly unstructured and growing 3 times faster than structured data. Giving a structure to an unstructured text and content in the form of emails and documents requires a centralised and commonly accepted and data model within the organisation. In the Enterprise Content Management (ECM) world we call it a taxonomy. A well developed taxonomy consists of hierarchy of terms and tags that describes the entire business model so that all digital documents and content can be tagged in a consistent manner. However we find that manual metadata tagging of documents and content is inconsistent and has resulted in poor user adoption of ECM and document management systems. This is where organisations can benefit from auto-tagging of documents and content based on an industry standard hierarchy of keywords and terms. With auto tagging integrated into your document management system the right way you will gain higher data quality in and seamless user adoption. Accumulating organisational knowledge this way provides high precision search and information e-discovery experience while making your organization both efficient and compliant.

Seamless outlook integration

Average information worker in an organisation spends 70% of their time with outlook as the preferred channel of communication. 80% of all information intensive customer engagements today are digital and done via email and attachments. Managing the exponentially growing inbound and outbound content and documents as profitable asset in the enterprise requires proper document tracking and control in place. This process is information intensive, highly collaborative and must be compliant too. This is where we need a seamless integration of outlook as the preferred channel of communication with your document management system. Once you have the right level of integration you will be able to file and store all relevant emails, documents and attachment against the right entity in your document management system with drag and drop experience directly from outlook. Similarly it allows you to send and file relevant outbound correspondence against the right entity in your document management system as single button action without leaving outlook.