Enterprise all over the world use several files and documents to store information and data. With the evolution of computers and the internet, these documents and files have become digital replacing the physical paper files. With the passing of years, the amount of these digitized documents has increased in every business affecting their overall management. To respond to these challenges several organizations in the world have employed document management systems.
Document Management System in general terms is a computer system that is used to store and track electronic and digitized documents and images. There are several document management systems that offer advanced features enabling organizations to control several business reporting and workflows. Some of the popular document management systems used by the enterprises these days are
- Open Text
- Microsoft Windows SharePoint Services
- Xerox DocuShare
- UCM by Oracle
- FileNet by IBM
- Interwoven WorkSite
Though these leading document management systems offer world-class functionalities and features, many organizations find it difficult to adapt them according to their requirements and business processes. Hence, some of these organizations are now considering customized document management systems that are developed according to their requirements, business environments and workflows. The main advantage of using customized document management systems is that they can be modified and adjusted to changing business needs. Moreover, the functionalities of these customized document management systems can be controlled and managed at user commands.
Customized document management systems can be built on many technologies such as .Net, SharePoint, Java, etc. Choosing a particular technology is difficult for organizations that are hardly aware of their technicalities and capabilities. Hence a good technology vendor with experience in different technologies must be hired who can easily develop your DMS in the technology that best suits your requirements, budget and time.
I recently contacted one of our clients who got customized DMS developed on .Net technology. His basic requirement was to develop a centralized DMS which could enable internal document management business process management, rights management, version controls and enterprise search. Moreover, he also wanted the DMS to share office plans, records, and personnel files digitally with convenience of access and security.
On asking what benefits he enjoys by developing customized DMS on .Net, he listed out so many points some of which are as mentioned below
Benefits of Using Customized DMS developed in .Net Technology
- No cluttered documents and files
- Better management and versioning of each document
- Lesser chances of document loss or information theft
- Better security of each document
- Personalized usage
- Easier compliance to “freedom of the information act”
- 24*7 track of the usage
- Ability to share information between remote offices and workers
- Easy online archiving
Developing customized CMS can definitely help businesses enjoy more benefits and facilities over ready-made DMS. The only thing you should keep in mind while developing customized DMS is your requirements and budget. At the same time, you also need to ensure that your vendor helps you chose the right technology which can benefit you like it benefited our client in the above case.
About Author: Hi, this is Jagruti Patel. I Love to write and share about Information Technology and working with Cygnet Infotech. Cygnet Infotech delivers technology-enabled business solutions that help companies to improve efficiencies in business processes. Cygnet Infotech offers a range of IT services in technologies like . BizTalk Server consulting services, .Net Application Development, wcf service, Silverlight Development Services, Windows 8 application development etc by leveraging its domain & business expertise.