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Document Management Systems

Document Management Systems (DMS) serve as the backbone for storing, tracking, and managing electronic documents. Initially, they help businesses like PROSCAN® transition from cumbersome paper records to streamlined digital archives. Furthermore, by centralizing document storage, DMS facilitate quick access and retrieval, ensuring that critical information is just a few clicks away. Additionally, these systems support regulatory compliance and risk management by providing robust audit trails and security features. Moreover, the adaptability of DMS allows integration with various business tools, enhancing workflow and productivity.

The Document Management Systems Process

Step 1 Image
Document Capture
Document Capture

Digitize paper records into electronic formats through scanning

Step 2 Image
Storage and Organization
Storage and Organization

Store documents in a centralized database for easy retrieval

Step 3 Image
Access and Security
Access and Security

Set user permissions and secure documents with encryption

Step 4 Image
Retrieval and Sharing
Retrieval and Sharing

Enable document retrieval and sharing with collaborative features

Our Document Management Software

SmartSearch, our core product suite for document management, delivers an intuitive foundation for content management of images and electronic documents. SmartSearch stores, searches, and manages your documents through an included SQL database engine.

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Standard features of SmartSearch include:

  • Web and LAN Access
  • Image Annotations, Separation, and Enhancement
  • Bar Code Recognition
  • KeyFree Indexing
  • Email Delivery and Notifications
  • Database Look-Ups
  • Audit Trail Reporting
  • Check-In/Check-Out and Version Control
  • TWAIN-Based Document Scanning
Work XChange

Work XChange is a workflow extension to SmartSearch that automates your document management processes using a flexible selection of tools that perform activities based on predefined conditions. The capabilities for Work XChange include:

  • Conditional Routing of Documents
  • Email Notifications
  • Status Escalations
  • Document Checkpoints for Matching or Exceptions
  • Metadata Updates to Support Event-Based Workflow Triggers
  • Automated Export of Data for the Direct Feed of Information to Other Lines of Business Applications

GlobalForms is a web form creation software that you can use via a simple browser-based interface. Create customized forms with a drag-and-drop interface or perform commands such as routing forms, sending email notifications, and sharing documents for approval. GlobalForms can also capture data through web forms to populate any PDF document with no Adobe license required.

Automated Extraction

Automated extraction uses OCR to capture data automatically. This advanced data extraction tool employs powerful image enhancement capabilities, corrects paper shifts during the scanning and digitization process, and uses confidence-based reporting to verify for users that they are receiving quality data extraction from their papers and documents.


Our GlobalSearch software allows you to search multiple databases from one place. GlobalSearch takes SmartSearch beyond traditional LAN, WAN, or VPN access by letting you also view documents from a browser or mobile device.

This next-generation ECM technology is optimized for all major browsers, including Chrome, Firefox, Safari, and Internet Explorer, and delivers fast speeds for mobile users. Legal, medical, and business documents are easily indexed and labeled for effortless retrieval.

Enterprise Resource Planning (ERP) Software

ERP software integrates essential business processes such as inventory management, accounting, human resources, order management, and business collateral. It consolidates administrative and operative transactions into a single system, enhancing information flow across your business.

Indexing Icon

Enterprise Content Management (ECM) Systems

ECM systems handle various content types including documents, records, images, webpages, and more. PROSCAN® Solutions leverages integrated ERP and ECM systems to establish a unified database that supports multiple business divisions—accounting, sales, marketing, etc.—boosting efficiency, security, and regulatory compliance.

One-Time Document Clean-up

Estimated Time Savings with an EMS:

  • Locating and Retrieving Documents - 75%
  • Filing - 75%
  • Copying - 50%
  • On-Site Storage Costs - 75%
  • Off-Site Storage Costs - 75%
  • Shipping Expenses - 50%
  • Filing Supply Expenses - 50%
Quality Control For Document Scanning Services

Additional benefits of an ECM system:

  • Meet regulatory compliance needs
  • Improved communication and collaboration
  • Use existing information instead of recreating it
  • Shorter product cycle time
  • More secure and accessible archive of business assets
  • Improvements in customer service
  • More efficient document processes for improved competitive positioning
  • Better document availability for lower risk factors and errors

Document Management Systems FAQs


A DMS is a system used to receive, track, manage, and store documents, reducing paper use and making it easier to manage electronic files.

For a company like PROSCAN®, DMS streamlines document handling, enhances security, and improves document retrieval and sharing processes.

Essential features include document indexing, search capabilities, access controls, version control, and audit trails.

DMS enhances security through permission settings, encryption of documents, and providing comprehensive audit trails for tracking document access and modifications.

Yes, most DMS can integrate with other business systems like CRM and ERP to streamline workflows and data consistency across platforms.

A DMS can manage various types of documents, including PDFs, word documents, images, and even web pages.

DMS helps businesses comply with legal and regulatory requirements by maintaining secure, organized records and ensuring easy retrieval for audits.

Version control is a feature in DMS that tracks and manages changes to a document, allowing users to access previous versions and see revision histories.

PROSCAN® secures client data by employing robust encryption and access controls, ensuring that sensitive information is accessible only to authorized users.

Costs can vary widely based on the system’s complexity, number of users, and specific features required, but they generally involve setup fees and ongoing service charges.

Document indexing involves tagging documents with metadata to make them easily searchable within the DMS, enhancing retrieval efficiency.

Yes, most modern DMS are built to handle large volumes of data and scale as a company grows, accommodating an increasing number of documents and users.

By simplifying access to documents and reducing time spent on document-related tasks, DMS significantly boosts employee productivity.

Many DMS solutions offer mobile apps or web-based access that allow users to view, edit, and manage documents from anywhere, enhancing flexibility and remote work capabilities.

Future developments may include more advanced AI capabilities for automatic document categorization and extraction of relevant information, as well as improved integration with AI-driven analytics tools.

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