Document Management

A Document Management System is a process workflow solution that saves time, and increases user efficiency. Document management is as a systematic method for storing, locating, and keeping track of information that is valuable for day-to-day business activities. It helps streamline business processes, and decreases the risk associated with lost documents.

A Document Management System can be anything from paper on a desk to files in a secured electronic vault. The key characteristics of a Document Management System are the ability to manage information, to collaborate when creating information, to distribute the information, and to allow secure access to a number of people.

Rolta has leveraged its experience in supporting hundreds of GIS users with integration, customization and the development of customer-specific applications, including the document management of existing GeoSpatial applications. Document management can manage virtually every kind of document like:

• GIS maps
• Images
• Cadastral maps
• Maps / documents related to the utility and communication sectors
• Maps / documents related to municipalities
• Maps / documents for urban planning
• Tax collection information
• Database creation
• MIS reports
• Statements
• Application files
• GIS Web pages

Document management is integrated with most of the leading Geographical Information Systems (GIS) solutions. In traditional GIS systems, you have to manually update the link whenever a document is changed in order to ensure the current version. Document management significantly adds value to any GIS system, because instead of just linking to a document, it also ensures that the link is maintained with the current document version, in line with company procedures. When a document is received or achieves the appropriate approval level, the link is updated so that anybody using the GIS system is automatically linked to the correct document.

Benefits of a Document Management System:

Profitability is probably the strongest driver compelling companies to adopt knowledge management practices. Other drivers are globalization, time-to-market pressures, information overload, employee attrition, and stronger competition. Rolta, as a company, uses knowledge management practices for the following key benefits:

• Improved decision-making
• Increased responsiveness
• Improved efficiency of people and operations
• Improved innovation
• Improved products / services
• Greater flexibility
• Tracking revision of documents
• Faster access to documents