A Document Management System (DMS) allows users to store documents in a centralized repository for secure access by other users and groups who can contribute to the content and possibly revise it so that the information contained within the documents evolves. A DMS also accommodate many other file types aside from revisable documents and includes Acrobat PDF, image files, computer code, executable files, and other types. A DMS can also provide an environment for workflow software to drive processes involving updating documents and submitting them for additional processing. Many modern DMSs can also provide social networking and collaboration tools bound together by a common search engine with the documents that are indexed for quick search and retrieval. Some DMSs are referred to as content management systems because they provide these collaborative capabilities common to Content Management Systems and because they accommodate more than just documents.

A Content Management System (CMS) is typically used for building websites and allows additional modules for collaboration, e-commerce, and other functionality to make the content presentable to the user base. They provide built-in editors for adding content such as newsletters, the company’s profile and purpose, product information, and services.

Data Capture is a set of methodologies to extract discrete data from other files or from scanned images of documents. Such extracted data can be fed into databases, spreadsheets, simple data files, and XML formats. The software may also use an API to interface directly with another system for optimum integration. The captured data can also be used to automatically file documents in Document Management Systems along with metadata to classify the documents make them more surgically searchable.

Document Conversion used to refer to the translation of documents from one revisable format to another more often than it does today. Document conversion today is usually associated with converting scanned documents into searchable PDFs or revisable documents and spreadsheets. This is done using workstation or server-based OCR products which can be used by an individual or shared among many in an organization.

Classification refers to identifying various kinds of documents and labeling them as such using metadata or filing methodologies. It is often used to direct a document into a specific process for extraction of data or for automated filing. It can also be used for a dynamic displays of a list of documents.

Robotic Process Automation (RPA) is a way to streamline your operations and save money doing routine operations. RPA is offered as developer studios that look like a programmer’s development environment, but provides an interface that requires less skill to develop the agents that perform the defined sets of tasks to accomplish routine tasks. It takes less time to roll out an RPA solution than it would likely take for a good programmer to write, test, and deliver a unique set of programs to get the same results. RPA allows incorporating logical decision branching and many other workflow functions resulting in faster processing and inclusion of input from others that need to add their expertise to the process. To determine if you need RPA, get up and walk around to see who’s working while wearing a headset as an indication that they’re doing mundane, routine work that doesn’t require much thought or attention. The bright side is by replacing those operations with RPA it allows you to reassign your employees to focus on more customer-centric work that would contribute more to your company’s profit line.

Scanner speed ratings are generally referred to as PPM and IPM. I’m not sure who came up with this, but it’s misleading. PPM means Pages Per Minute which refers to one-sided or simplex scanning. IPM means Images Per Minute referring to two-sided or duplex scanning. The problem is a page is one side of a sheet of paper and equates to one image while IPM could mean the same thing. This should be referred to as simplex or duplex scanning, but the industry is stuck with these terms. IPM is typically 2X PPM for scanners that image both sides of a sheet at the same time. Copiers or Multi-Function Devices (MFDs) generally scan one side and roll the paper over to scan the other side and are significantly slower than dedicated scanners.To determine if you need RPA, get up and walk around to see who’s working while wearing a headset as an indication that they’re doing mundane, routine work that doesn’t require much thought or attention. The bright side is by replacing those operations with RPA it allows you to reassign your employees to focus on more customer-centric work that would contribute more to your company’s profit line.

Metadata is information about something (or someone) for the purpose of classifying, describing, defining, or making the object more accessible. Invoices are typically stored in properties or fields with additional information to make them easier to find and retrieve whether by a person or a program. The metadata for an invoice may include the company name, the vendor ID, the purchase order number, the amount, the date payment is due, the terms of payment, etc.. It’s not necessary to associate all metadata everywhere. This sometimes exists partially in one system, such as an accounting or ERP (Enterprise Resource Planning) system and in a document management system.