Document management is essential in the running of any business today.

If you break down the components that make up the communication of a company you'll see that documents are always at the forefront. Whether these are paper documents, or documents in the form of email and Word documents, they all need to be sorted and managed so that the process of record keeping is as smooth and precise as possible. Without a paper trail of documents no company can run successfully. Think of all those times when you need to access a certain piece of information that you know was written within the contents of a particular document. If you have to wade through all the correspondence that has been generated from that certain subject it could take you a very long time. Or what about when a new company policy was announced a couple of weeks ago and you failed to take proper notice or you need to follow up on the information? You'll need to go back through either your email or the paper documents on your desk, to find the policy information. This is where document management is essential to the efficiency of your job and has an affect on your time management.

KRYSTAL™ Document Management Software allows you to store -

1. Documentation that was presented online.
2. Scan important paper documents into the system.

This type of software keeps track of your documents by an integrated system of headings and other organizational procedures. You'll be able to access any document from anywhere that you want by searching for it with certain criteria.

KRYSTAL™ Document management is a great way for both small and large companies to keep track of those documents that are necessary for the smooth functioning of the communication in the office. Without some system in place to manage this type of data many important documents are filed away, misplaced, and deleted from the system.

The need to keep track of similar documents produced by a variety of users and multiple versions of the same document has created a host of library functions, including :

Version control and audit trail
methods for monitoring changes in the document and keeping track of multiple versions of it.

Check-in/out privileges
a locking mechanism that allows only one user to modify a document at a given time.

Security
controls that restrict user access according to document type and purpose.

Collaboration
enables simultaneous document sharing and multiple authorship of documents.

Indexing system
permits organizing documents into related groups, such as folders or books.

Free-text search and retrieval
enables rapid access to documents based on finding keywords in text.

Metadata indexing
enables document workflow controlled by index data such as the author, title, date created or modified.

Electronic imaging
permits information capture by scanning documents into the system.

Workflow engine to automate tasks
Automate handling newly created document, review, approve and publish documents on line. Document storage is retrievable within the system. Quick, easy and automatic distribution and notification of approved documents to ensures all employees access to the most current version of documents

Electronic publishing
assembles and combines documents into coherent collections for selective distribution.

ERM storage
large volume electronic storage media for permanent archiving of documents.

Publish to Web
metadata such as HTTP and XML allows documents to be posted on websites and accessed in e-commerce environment.