Since man knew writing, he became interested in what he has done from the written information in various subjects. As a result of the evolution of the human in all areas, Documents were no longer necessarily means printed documents but the concept “document” has expanded to include everything that falls under the sources of information so we became having documents in the form of a films, and so on.
The continuous development in the field of electronics has positively reflected on the information and communications technology, where provided the necessary environment to employ the information technology and service in various topics that need an extraordinary possibilities such as document management. The electronic document management systems are another version of manual document management with many other features added to it.
Electronic document management systems store images of scanned documents and then retrieve them on demand, these systems were able to shorten the wide open spaces to preserve historical documents Information allowing non-specific use of the documents through search and retrieval for each document as it helped to solve the document loss, waste and errors in documents ordering making it possible to use the same document by several people at the same time, it is also characterized by number of advantages for the development of the entry process, retrieval, processing and updating documents from any point on the network (within the required security procedures) also enabled the extraction of documents reports and statistics from stored documents and response to many inquiries .
Documents archiving and management process could face (without the use of an electronic system) many of the difficulties that limit the success of the operation, like the absence of a practical mechanism for inventory, conservation, classification, indexing of documents and providing an accurate mechanism required for the document search.
Highlighting some of the difficulties that might face the document management process:
The loss of some or all documents and important documents.
Wasting time and effort searching for important information.
The difficulty of inventory and classification of the required documents.
The absence of documenting the modifications and operations done on the documents.
Low safety and protection level of the information.
The inability of taking action to save the files and documents from damage as a result of multiple factors.
Based on all of the above, DigiDocs was built based on the best tools used to develop information systems so that it meets the needs of medium and large-sized enterprises.
DigiDocs documents management system features:
Super easy system administration and dealt with by individuals.
Easy to create and modify the structural and classification by the system administrator without touching the contents.
Create and modify work plans easily and accurately.
Rigorous protection and security for all data and contents.
Distributing administrative processes for users and groups without a conflict.
The ability of sending information to various electronic terminals.
Advanced search gives high accuracy results.
Reduce wasted time and effort in searching documents and classifications.
Reducing the loss and dispersion of files.
Linking the staff and achieving a functional integration between different sectors and departments and business.
Providing advanced communication tools mechanism.
Providing simple and flexible classification mechanism of files and documents.
Providing advanced search management for documents gives accurate and quick results.
Quick access for data and information.
Enhancing the safety and protection levels of information.
Adjusting the authority to access documents for employees.
Extract detailed reports on the input and the performance of employees.