Document Management

Document Management and Library Maintenance

Document Management is crucial for any business that wants to maintain fast access to all of the information it depends on. It requires indexing each document for fast searching and making sure that the most up to date versions of documents are available.

Document Management Systems

Two important elements of document management are a Document Management System, often called a DMS, and Document Library Maintenance. A DMS holds digitized documents and metadata for every document it contains, making it possible to locate information fast. DMS systems can be highly sophisticated, web-based systems, or as simple as a database stored on your business’s server. Often DMS systems are tailored for specific document sets such as HR records or Facilities Documents. archSCAN can help to identify which DMS will work best for your budget and document sets.

Document Library Maintenance

Library Maintenance is critical for your DMS to work properly and for the documents to remain up-to-date. Library maintenance is the process of making sure new documents are always added to the DMS with proper metadata enabling fast searches, and that each document is fully up to date. The ongoing process of Library maintenance ensures that a DMS system is updated with newly created or recently updated documents including digital files and scanned paper content, and that the latest version of any document is retrievable immediately.

Security, Reliability, Accuracy

Organizations need to make sure they store documents in the most secure, reliable, and accurate manner. They also need to make sure there is a trustworthy and technically skilled Library Manager to ensure the Document Management Systems that holds all the digitized documents is kept fully up-to-date, and that proper indexing and proper permissions are in place when new documents are added. Many DMS systems have secured login/password protections, and different users may have access to different documents within the system.

Visit the links below to find out more about archSCAN’s skills and experience in document management solutions.

Man viewing documents on a laptop


Locate documents quickly and easily
archSCAN can help you choose a document management system that is right for your business and document sets. Depending on the budget, quantity of documents, kind of documents, server/cloud-based, and size of the project, there are different options.
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archSCAN document library management


Outsourced librarian services
Managing documents is a big job. Without a well managed DMS, you could find yourself with more hard-to-find business information. archSCAN’s library maintenance and content management services take care of file uploads, indexing, and permissions.
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archSCAN provides the full spectrum of scanning and document management services for clients across the Mid-Atlantic region including Maryland, Virginia, Washington, DC, Delaware, and Pennsylvania. Call us today to discuss your needs at (410) 553-6383 or use our contact form to get in touch.

archSCAN Services

  • Plan Room Cleanup
  • Small-Format Scanning
  • Wide-Format Scanning
  • Indexing & Metadata
  • Document Management

Call (410) 553-6383
or use the contact form below

Client Feedback

…I can now find any drawing within seconds.
– Thom Armstrong, Facilities Director
Upper Chesapeake Hospital

…high marks for their successful efforts in cleaning up our old print room
– Steve Swierczek, Director of Facilities
Goergetown University Hospital

…top-notch customer service
– Michelle Frederick, Development Manager
American University

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