A document management system provides a means to store documents, electronically, in a centralized repository from where it can be accessed by authorized users. It eases the process of storing and retrieving documents and does away with the huge storage and maintenance and storage costs involved in storing and arching documents.

Software Services UK offers its document management solutions for both organizations as well as home users. In case of organizations, the document repository resides on a server accessible to users over a network. In order to maintain security, access to the repository and the tasks that a user can perform within the repository can be restricted. However in case of home users, since the system is meant to be accessed and used by a single user, the repository resides on the user's machine.

One of the main features of a document management system is its ability to easily retrieve the stored documents. Documents within the repository can be indexed for faster retrieval. Multiple index fields describing a document can be created for each document. Users are provided with options to search for the documents on the basis of the index fields or on the basis of document attributes.

A document management system allows for the tracking of a user's activity in terms of documents imported, modified, deleted etc. Additionally, multiple versions of a document can be maintained thereby making it easy to restore documents.

Our document management system includes a host of third-party tools that include the following:

• FTP Client: With an integrated FTP client users can easily transfer documents from the repository to a remote location and vice-versa.
• OCR Integration: We have integrated an OCR module with the solution thereby allowing for specific characters/text blocks to be extracted from an image/scanned document and stored in a .txt or .doc file within the repository. This is helpful in situations wherein information contained in documents such as invoices, applications forms etc need to be scanned and stored.
• E-mail Module: The integration of an e-mail module with the solution enables users directly e-mail documents, as attachments, from within the repository. They can also import their address books into the system.
• FAX: With the integration of the fax module users can fax the documents directly from the repository. Users can create cover pages and attach them with the document while sending a fax.
• Scan Module: We have developed and integrated a scan module that enables users to scan documents and save them into the repository.
• PDF: The PDF functionality enables users to convert documents into a PDF file format. They are also provided with means to add notes, annotations etc to the PDF.

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