Document management transfers paper documents into digital form.
A document management system manages electronic documents in a database. This includes hard copy documents that have been digitised. Document management systems (DMSs) handle the process of managing documents. Many logistics service providers store documents that are connected to processes along the cross-company supply chain. This includes delivery notes, proofs of delivery or invoices. One of the purposes of document management software is to archive documents. It also enables company-wide access to electronic files. DMSs, in other words, are used to distribute documents. They can also be used to edit and update stored documents. Hard copy documents are digitised using scanners. The digital documents are catalogued, indexed, keyworded and categorised. Keywording using meta tags helps to create a digital archive to hold the original electronic files and scanned documents.
Why should you use a document management system in the logistics industry?
A document management system enables comprehensive document management and paperless document processing from the first draft to the finalised copy. Other stakeholders can review and approve content in the document management system. In logistics, this applies to quotations, proofs of delivery (PODs) and invoices. In addition, users can forward documents for further processing. Finally, DMSs provide a space-saving digital location for filing and archiving. Digital documents set a uniform standard for all users. They are easy to duplicate and enable flexible, configurable access. They can also be accessed at any time or place – a huge advantage for multinational logistics networks. Search functions simplify knowledge transfer and research. In addition, documents can be linked to tasks and integrated into workflows.