Organizations often struggle with paper documents, which can lead to missing, outdated, or unsecured information. Additionally, with the exponential growth of data in recent years, managing digital documentation has become increasingly challenging.
The solution to tackle such problems relies on getting smart support on organizational documentation management.
What Is DMS And How It Benefits From AI?
Document Management Systems (DMS) are software programs designed to help organizations store, manage, and track electronic documents. With AI, digital documentation can be processed, stored, and extracted in a smarter, easier, and faster way than with paper documents. This can help eliminate wasted time, improve collaboration and engagement, and speed up common workflows.
Moreover, as the DMS with AI reads more documents and data, it can improve its capability to identify and process information by automation. For example, the DMS with AI can automate the classification of files, extract data from multiple sources, cluster documentation based on relevant categories, and support content and document development. This can save time and improve accuracy, resulting in better decision-making and enhanced productivity.
DMS can enhance security by controlling access to sensitive documents, as well as providing robust access controls, such as user permissions and password protection, to ensure that only authorized users can access sensitive information. This can help prevent data breaches and protect the organization from potential legal and financial liabilities.
A reliable Document Management System (DMS) is a crucial asset for organizations, but simply storing documents is no longer sufficient in today's digital landscape. To truly optimize your document management process, consider a DMS that offers additional features beyond basic storage.
In this article, we explore four essential aspects that make a DMS stand out from the rest.
How To Choose The Best DMS For Your Product Support?
1. Multi Language Support and Auto Translation
A truly robust DMS should transcend language barriers and effortlessly handle documents in multiple languages.
This means going beyond a simple translation feature and ensuring that the search functionality is intelligent enough to find relevant information in documents, even if they are not in the initial query language.
Whether you're dealing with global teams or international clients, having a DMS that understands and bridges language gaps is essential for seamless collaboration and efficient information retrieval.
2.Keyword Search and NLP-powered Search
Traditional keyword search functionality can be limiting, especially when users struggle to find the right keywords or when information is scattered across various documents.
A forward-thinking DMS incorporates Natural Language Processing (NLP) capabilities to enable advanced search capabilities. This empowers users to ask questions and receive accurate answers, synthesizing responses from multiple sources if necessary.
By leveraging NLP, your DMS becomes an intelligent assistant that helps users uncover the information they need, even when they're unsure of the specific keywords.
3. Meta Data
Efficiently accessing documentation is paramount to productivity. A DMS that supports metadata allows users to organize and categorize documents based on relevant attributes, such as tags, keywords, and categories.
However, an exceptional DMS goes beyond manual metadata application. By understanding the content of uploaded documents, the system can automatically apply relevant metadata tags, streamlining document organization and retrieval.
With this intelligent feature, finding the right document becomes a breeze, enhancing productivity and saving valuable time.
4. Rich Media Support
Modern business environments demand support for various file types, including text files, circuit plans, technical drawings, and even videos.
A comprehensive DMS should accommodate a wide range of rich media formats, ensuring that all valuable information is stored, indexed, and easily discoverable.
Whether you're managing multimedia projects or dealing with diverse content types, a DMS that offers rich media support guarantees that your team can efficiently locate and leverage all relevant assets.
At KNOWRON, we are dedicated to supporting organizations, particularly deskless workers, in their daily operations with an AI-based Virtual Assistant that serves as a powerful documentation management system. Unlike simple DMS, our product is built on Natural Language Processing technology, which allows the system to quickly select and extract information from the entire documentation pipeline. With our virtual assistant, users can simply ask questions and receive answers in just a few seconds.
We are dedicated to achieving realistic goals for the best possible outcomes.
Promote transparency throughout the organization
It's essential that employees can access the right documents when needed, whether they are manuals, process instructions, tutorials, guidelines, or any other type of documentation.
With our DMS, we provide a centralized location for all documents, ensuring that everyone works with the same set of information. This centralized repository becomes the source of truth for the entire organization, promoting transparency.
Rapidly search through multiple documents
Our DMS makes every document fully searchable in seconds, allowing employees to quickly find the information they need, whether it's in the document's title, tags, or body. With this feature, deskless workers can work more efficiently and productively.
Securely store content
Knowron DMS provides secure storage for all documents, ensuring that they are collected in a centralized system and that sensitive data is protected. This feature helps organizations comply with regulations and standards, such as the General Data Protection Regulation (GDPR), which requires secure processing of personal data.
Encourage collaboration and content creation
When a DMS enables users to create content, such as tutorials, troubleshooting guides, or reports, employees can collaborate on documents in real-time, making content generation easier and faster. This feature removes the need for back-and-forth editing through email threads, drafts, and other time-consuming methods.
What's at stake?
- Efficient use of time by eliminating the need to sift through organizational document silos for relevant information and knowledge
- Cost-effective operations and services with a more proficient, secure, and error-free workforce
- Compliance assurance through the use of verified knowledge sources and the documentation of all requests and instructions for traceability
At our company, we strive every day to provide customers with a smart and efficient way to manage their documents.
To achieve this, we consistently ask ourselves what features our product should incorporate to offer the best possible document management support. We are aware of the challenges that businesses and the industry face today, and it is our mission to make our product a game-changer in this regard.
Thanks to our team's expertise and competencies, we are constantly enhancing our system capabilities. We are confident that our virtual assistant will include the specific features that make it powerful and differentiate it in documentation management capabilities.
