What is Document Management (DMS)?
Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.
Document management is how your organization stores, manages, and tracks its electronic documents.
Now, one may define document management as the software that controls and organizes documents throughout an organization.
It incorporates document and content capture, workflow, document repositories, COLD/ERM, and output systems, and information retrieval systems.
Additionally, the processes used to track, store, and control documents.
Documents, whether electronic or paper, are an essential component of every single existing enterprise.
Managing business information, sometimes from several sources, can be a challenging task.
Based on the operations of your company, a document management system (DMS) that captures, stores, and retrieves both paper and electronic documents can offer multiple major improvements to your organization.
Benefits of document management systems:
Reduced Storage Space
Enhanced Security
Improved Regulatory Compliance
Easier Retrieval
Better Collaboration
Better Backup and Disaster Recovery
Less Calculable Benefits
Document Management Solutions |
SQL View |
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Specialty |
SQL View was founded to serve the Singapore Government. It has always been in SQL View’s DNA to explore unchartered grounds. KRIS Document Management System, their Flag Ship product is a Christopher Columbus kind of product. They became one of the first to be able to digitally sign their documents. |
| Pricing |
Request a quotation: [email protected] |
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Website |
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| Address |
60 Kaki Bukit Place #03-14 Eunos Techpark S415979 |
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Telephone |
+65 9459 6081 |
| Operating Hours |
9 am to 6 pm |
Document Management Solutions |
Weaver |
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Specialty |
Since their founding in Shanghai, Weaver has been focused on providing digital collaboration platforms to their clients. Today they are a market-leader in China in the field of digital collaboration and workflow digitization platform. In 2019, they began their expansion into the APAC market in Singapore as their regional HQ. Services: Document management, Contract management, Remote working platform, HR management, Enterprise mobility |
| Pricing |
Request a quotation: [email protected] |
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Website |
https://weaver.com.sg/ |
| Address |
OUE Downtown Gallery, #22-08 6 Shenton Way Singapore, Singapore 068809 |
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Telephone |
+65-6908 5816 |
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
RDS |
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Specialty |
RDS Group is the largest business process outsourcing company in Indonesia which provides document imaging, data capture and print services. They provide outsourcing services to companies from all industries. A document management system used to store, manage, and control digital documents in a centralized repository for document search, retrieval and archival. |
| Pricing |
Request a quotation: [email protected] |
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Website |
http://www.rds.sg/ |
| Address |
25 Bukit Batok Crescent #09-09 The Elitist Singapore 658066 |
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Telephone |
(+65) 6909 0555 |
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Operating Hours |
9 am to 5 pm |
Document Management Solutions |
Modular Infotech |
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Specialty |
Ever since Modular InfoTech (Singapore) Pte Ltd was established, they have served key industries including ministries, statutory bodies, education, healthcare, marine. They can, therefore, guarantee to be able to aid your team to set up an efficient document management system with the key tools that would increase your workplace productivity. |
| Pricing |
Request a quotation: [email protected] |
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Website |
https://www.modular-infotech.com.sg/ |
| Address |
#02-01 (The Centrum), Tat Ann Building, 40 Jalan Pemimpin, Singapore 577185 |
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Telephone |
+65 6256 5939 |
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Operating Hours |
24/7 |
Document Management Solutions |
Yonyou |
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Specialty |
They specialize in research, development and provision of software and solutions for Enterprise Resource Planning (ERP), Supply Chain Management (SCM), Customer Relationship Management (CRM), Human Resources Management (HRM), Business Intelligence (BI) and Office Automation (OA) for companies. Archive official documents, project profiles, operational records, and publications in hierarchies for dissemination. |
| Pricing |
Request a quotation: [email protected] |
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Website |
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| Address |
8 Temasek Boulevard Suntec Tower 3 10-03 Singapore 038988 |
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Telephone |
+65 6515 0800 |
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
Rapid Cloud |
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Specialty |
RapidCloud is SEA’s premier enterprise cloud computing solutions provider. They focus on providing high quality, affordable services for their clients. They provide innovative solutions to over 46,000 clients ranging from small and medium enterprises (SME) to large scale enterprises (LSE) and government institutions. RapidDOCS is a cloud-based Document Management System. Services: Document Management System, workflow, approval, retrieval, archival & searching |
| Pricing |
Request a quotation: [email protected] |
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Website |
http://www.rapidcloud.sg/ |
| Address |
2 Leng Kee Road, 05-09 Thye Hong Centre, 159086 |
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Telephone |
+65- 3100 0111
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
PointStar |
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Specialty |
PointStar was established in 2008 as a regional cloud services provider. As one of the pioneers in cloud solutions, they have transformed over 2,500 businesses, organisations, and institutions across the globe with industry-leading cloud services from technology giants like Google Cloud, Cisco Meraki, Oracle NetSuite. Cloud computing transforms businesses digitally. |
| Pricing |
Request a quotation: [email protected] |
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Website |
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| Address |
994 Bendemeer Road #06-01 Singapore 339943 |
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Telephone |
+65 6773 0987 |
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Operating Hours |
9 am to 6 pm |
Data Management Solutions |
Canon |
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Specialty |
Therefore™, Intelligent document solutions: A scalable document management solution that allows the efficient capture, retrieval, index and archival of information, improving the workflow of documents in small-sized or large-scale enterprises. Document management software, |
| Pricing |
Request a quotation: [email protected] |
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Website |
https://sg.canon/ |
| Address |
1 Fusionopolis Place #02-20 Galaxis (West Lobby) Singapore 138522 |
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Telephone |
+65-6-86-22666 |
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Operating Hours |
8 am to 6 pm |
Document Management Solutions |
Brother |
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Specialty |
Document Management System: Increase efficiency with smart ways to manage your content and workflow in the office. Brother’s automated DMS helps to automate your processes, enhance collaboration, and stay competitive in the following ways: Coordinate the simultaneous editing of documents to prevent overwriting changes. De-clutter scanning and digitizing your documents. |
| Pricing |
Request a quotation: [email protected] |
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Website |
https://www.brother.com.sg/ |
| Address |
10 Eunos Road 8 #14-01/02 Singapore Post Centre Singapore 408600 |
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Telephone |
1800 276 8437 |
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
iBase Technology |
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Specialty |
Dokmee is a secure, easy to use document management system designed for a variety of purposes including document capture and storage, search and retrieval, and file sharing. Dokmee adapts to any business model by maximizing accessibility and functionality in repositories of all sizes, while increasing collaboration and communication between users. |
| Pricing |
Request a quotation: [email protected] |
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Website |
https://www.ibase.com.sg/ |
| Address |
No. 19, Kallang Ave, #04-151, Singapore 339410 |
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Telephone |
+65-65572516 |
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
Lexmark |
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Specialty |
Lexmark solution streamlines processes to save time, money. Lexmark recognises the need for electronic capture and management of paper documents. Lexmark also recognises that paper still drives processes in the Federal Government and that newly created paper documents need to be captured and managed as part of the overall process. |
| Pricing |
Request a quotation: [email protected] |
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Website |
https://www.lexmark.com/en_sg |
| Address | 238A Thomson Road #13-03/05 Novena Square Tower A Singapore 307684 |
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Telephone |
(+65) 6467 9898 |
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Operating Hours |
9 am to 5.30 pm |
Document Management Solutions |
Fuji Xerox |
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Specialty |
Use a simpler way to store, secure and manage documents. By reducing workflow complexity and eliminating unnecessary IT costs, you can boost the agility of your business. Their Document Management Solution offers growing companies secure and location-free access to business documents. With a dynamic document sharing environment, improve company collaboration. Services: Cloud server, document storage, document management, document search, document access |
| Pricing | Request a quotation: [email protected] |
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Website |
https://www.fujixerox.com.sg/ |
| Address | 80 Anson Road #01-01 Fuji Xerox Towers Singapore 079907 |
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Telephone |
+65- 6766 8888 |
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Operating Hours |
8.30am – 5.30pm | Monday to Friday 8.45am – 12.00pm | Saturday Closed on Sunday and Public Holidays |
Document Management Solutions |
eTag RFID |
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Specialty |
First established in 2011 as a RFID Tag manufacturing business by two engineers. The company quickly grew to become an established RFID-solutions provider for private businesses and public services when it was awarded the Emerging Enterprise Award in 2013. This annual award marks the celebration of innovation, resilience in SMEs. Services: Logistics, Construction, IT, Document Management, Healthcare |
| Pricing | Request a quotation: [email protected] |
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Website |
https://e-tagrfid.com/ |
| Address | 11 Yishun Industrial Street 1, #01-102/103 Northspring Bizhub Singapore 768089 |
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Telephone |
+65 9689 2411 |
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
Cutech |
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Specialty |
Cutech’s Document Management Solution for Equipment Manufacturers and Fabricators. Issues faced by any fabricator will be making sure all the documents are properly approved by all the parties and signed off. Without the proper signoff, the invoices cannot be paid. Cutech helps with unique cuteQM based software for the industry. Services: Document Management Solution, create documents, manage documents, track documents, document handling |
| Pricing | Request a quotation: [email protected] |
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Website |
http://cutechgroup.com/ |
| Address | 3 Soon Lee St, #03-18 Pioneer Junction, Singapore 627606 |
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Telephone |
+65 66650187 |
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Operating Hours |
8.30 am to 6 pm |
Document Management Solutions |
MITSUI-SOKO |
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Specialty |
Mitsui-Soko Co. was established in 1909 after serving as the warehouse division of Mitsui Bank. During intervening years, Mitsui-Soko, and its consolidated subsidiaries have steadily expanded their bases in principal diverse range of logistics services in Japan and overseas, including port terminal operations and overland transportation, warehousing, and records management. Services: File management software program, Organizing data entry, Retrieval by Scanning, Inventory in hard & soft copies, Inventory in hard & soft copies |
| Pricing | Request a quotation: [email protected] |
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Website |
https://www.mitsui-soko.com.sg/ |
| Address | No.2 Pioneer Sector Lane, Singapore 628321 |
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Telephone |
(+65) 6227-6935 |
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Operating Hours |
8.30 am to 5.30 pm |
Document Management Solutions |
Connexivity |
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Specialty |
Documents are the lifeblood of any business; production makes up for substantial expenditure. An output management system that can help optimize your company’s print output without compromising on quality. With uniFLOW, Canon’s output management solution, they assisted more than 600 corporations to reduce print costs and improve profit margins significantly. Services: Document Management System, Open Bee™ Portal, document management solutions, Web based document management, Centralization of documents, Workflow |
| Pricing | Request a quotation: [email protected] |
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Website |
http://www.connexity.com.sg/ |
| Address | 42 Toh Guan Rad East #01-81 Enterprise Hub Singapore 608583 |
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Telephone |
+65-6744-8488 |
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Operating Hours |
8.30 am to 5.30 pm |
Document Management Solutions |
Grey Scale |
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Specialty |
Their Document Management System packs powerful functionalities to consolidate all your document and content management on one single platform. They are browser-based, platform neutral, available on-premises and on-cloud, and can be integrated with all recognized ERP applications, making OfficeDMS one of the most versatile and scalable system in the market. Services: Centralized Data Warehouse, Automatic Workflow Management, Customized Dashboards & Reports, Intuitive Search Alternatives, Document Version Control |
| Pricing | Request a quotation: [email protected] |
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Website |
https://greyscale.sg/ |
| Address | 314 Tanglin Road #01-09 Singapore 247977 |
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Telephone |
+65 6684 2468 |
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Operating Hours |
8.30 am to 6 pm |
Document Management Solutions |
Easi-Share |
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Specialty |
EasiShare, an IDA-Accredited Product, is a Document Management System created by Inspiretech. Hand is a reseller of EasiShare and shares its vision for sharing and transferring files securely for an enterprise. EasiShare allows secure enterprise file management addressing mobility and BYOD. Being a secured document management system, EasiShare empowers users. Services: Cloud business management suite, Netsuite software, Helios expense management system, Enterprise resource planning consulting, Manufacturing Execution System SMART factory |
| Pricing | Request a quotation: [email protected] |
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Website |
https://easishare.com/ |
| Address | 17 Changi Business Park Central 1, #05-06A, Honeywell Building, Singapore 486073 |
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Telephone |
+65 67831929 |
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
SmartCursors |
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Specialty |
Cloud Foundation: Multi layered architecture starting with the strong, agile & resilient Cloud foundation platform. Modern cloud storage and data protection to power your cloud journey. Agility & Resilience built-in through a strong cloud architecture. Seamlessly communicate, interface, and share best practices. Analytics Everywhere, Access to real-time data on location. Services: API, Cloud foundation platform, cloud storage, data protection, cloud architecture |
| Pricing | Require a quotation: [email protected] |
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Website |
https://smartcursors.com/ |
| Address | 60 Albert Street #14-04 OG Albert Complex Singapore 189969 |
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Telephone |
(+65) 6336 5500 |
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Operating Hours |
9 am to 6 pm |
Document Management Solutions |
Neosys |
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Specialty |
They can help their customers better manage both their physical and digital communications with therange of relevant SaaS solutions. Their document management system and data quality and analytics solutions ensure you deliver the right message to the right person. Flexible & Powerful Multichannel Output Management Software. Document Management System. |
| Pricing | Request a quotation: [email protected] |
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Website |
https://neosys.com.sg/ |
| Address | 60 Albert Street #14-04 OG Albert Complex Singapore 189969 |
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Telephone |
(+65) 6336 5500 |
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Operating Hours |
9 am to 6 pm |
Benefits of Document Management Solutions
1. Reduced Storage Space
Commercial property costs are rising exponentially, skyrocketing and so is the expense to store paper documents.
A software-based document management solution (DMS) that can reduce the need for file cabinets, boxes and storage bins is an asset to any business, clearing up clutter and making space for occupancy.
Documents that must be stored as hard copies can often be stored in more affordable locations, such as an offsite warehouse or vault.
2. Enhanced Security
Document security is essential for organizations of any size to keep confidential data under lock and key.
DMS provides better control over confidential documents and access to documents can be guarded at the folder level for different groups or individuals.
Also, a DMS leaves a trackable trail of who has viewed a document, when it was accessed, and how it may have been modified.
Managed documents are highly traceable and can be tagged to allow for automated alerts.
3. Improved Regulatory Compliance
Compliance requirements for specific documents can be quite intricate.
Breaking, trespassing laws can lead to fines, revoked licenses, and in some cases criminal liability.
Federal and state regulatory regulations such as Sarbanes Oxley and HIPAA mandate strict security and privacy guidelines.
DMS reduces the risk of non-compliance.
Records retention schedules, for example, can be automated, and new documents can be more easily classified and stored.
4. Easier Retrieval
Searching for and retrieving documents can be highly time consuming – and we all know time is a valuable resource.
In fact, these statistics demonstrate the costs related to the usual time spent managing paper documents: Why document management systems?
Because it costs $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document
Organizations spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.
7.5% of all documents get lost; 3% of the remainder get misfiled.
Professionals spend 5 to 15% of their time reading information, and up to 50% of their time looking for it.
A document management system can be a powerful, time-saving tool.
Depending on the solution implemented, a DMS can retrieve files by a word or phrase in a document – full text search, or DMS can apply index categories to a document or folder.
Easier integration with business applications facilitates access to critical information.
DMS also gives the opportunity to access documents remotely. If there is internet connection, documents can be accessed from anywhere.
5. Better Collaboration
With DMS, information sharing, and collaboration can be a lot easier.
Documents captured from different sources can be accessed from all locales. Electronic imaging makes sharing documents over a network via email or the Internet possible.
DMS provides greater visibility to business processes and can allow for better workflow monitoring.
Authorized access by external users can be allowed and monitored. DMS also offers Version Control which allows for older versions of the same document to be recovered if needed.
This feature is important if several parties work on the same document and there are changes made to a document that were not authorized or licensed to occur.
6. Better Backup and Disaster Recovery
All document management solutions should include a data backup and emergency recovery plan.
With digital archiving as a backup, paper documents are protected from fire and flood and other disasters.
With a DMS, documents are highly traceable and can be tracked within a range of criteria.
Also, because imaged documents are centrally stored, they cannot be lost or misplaced after viewing.
Documents are less likely to be misfiled, and if so, they are easier to locate with cross-indexing.
Documents can be digitized and archived at their point of entry into the system.
7. Less Calculable Benefits
Several less apparent benefits of a document management system include:
Flexibility
Competitiveness
Improved client relations
Peace of mind
Time is valuable, and time saved is a definite benefit of DMS that often translates directly into increased productivity.
Faster and more efficient document retrieval can improve staff morale and raise client satisfaction.
Also, document management solutions are scalable to meet the changing needs of any enterprise.
Proper document management systems can reap lavish profits for you and your outfit.
Document Management in Singapore
Yonyou, a Singaporean document management firm offers:
Digitalization
Seamless dissemination and information capture prevent data loss and resource-wasting.
Integration
The integration of operations and business provides the total solution for the construction industry.
Communication
Internal and external information exchange by Webs or mobile devices makes communication unimpeded.
Knowledge Transmission
Archive official documents, project profiles, operational records, and publications in a hierarchical tree structure to transfer experience and knowledge among employees.
Sample costs of Document management system in Singapore
Prices for Document Management Software
Single User average starting cost of $1,332.
$10,650 – $13,313 typical cost for 10 Users
$2,662– $6,656 average cost of Set-Up, Consulting Fees
Hosted Document Management Services Price Range $665 to $3,395 per year.
Editor’s Note:
While every precaution has been made to ensure the accuracy and fairness of this listing, we acknowledge that they may be inaccuracies. Therefore, we urge you to contact the service provider above for the correct information and/or contact us with the correct information.
If you are a service provider and wish to be featured in this listing (MediaOne reviews are read by hundreds of thousands of Singaporeans), please contact us at [email protected]. There is no charge! Please allow us up to 3 working days to review before adjusting the information or including your entry.
