Frequently Asked Questions

What is a Document Management System?
A document management system is a computer program or set of programs that used to store, track and retrieve electronic documents and images of paper documents. It usually comprises of many components to commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities.

Why do I need a Document Management System?
Whatever the industry you are in, today's organisations receive, create, edit and file electronic documents everyday. You need a document management system to organise and store all old, incoming, edited and new documents so you can track the documents, retrieve them for reference or a similar task and improve on them. An organised way of storing electronic information is as necessary as purchasing a filing cabinet and soon may infact replace the traditional filing cabinet.

How will a Document Management System benefit my Company?
Every document received or created is stored in a central repository so no information is lost and needs to be recreated. You also save a lot of time when information is easily retrieved therefore improving efficiency. A Document Management System will encourage staff to a adopt a paperless office as much as they can to save you costs in terms of stationery and space. A proper Documentation System will also assist your organisation to have consistency in its document processes and facilitate efficient information sharing. Data security, data archiving and disaster recovery is also easier when all information is stored in a central repository.

I am using a network shared folder for my office. Is this good enough?
There are many weaknesses in a network shared folder which is why many companies fail to adopt a proper network shared folder policy and employees end up saving information on individual computers.

Are all Document Management Systems the same?
Document management systems can range from a shoebox all the way to an Enterprise Content Management System. Each system would manage creation, filing and retrieval in a slightly different manner. The type of document management system you choose may depend on the size of your organisation, industry you are in or the size of your budget for such a system.

What are the benefits of TIMS?
TIMS is created to be flexible and therefore suitable to a majority of organisations regardless of size or industry. TIMS combines all aspects of traditional document management systems with added advantages such as dynamic and secure file sharing , systematic document classification and storage, robust search engine as well as document lifecycle tracking . Another unique aspect of TIMS is it is a central repository for all types and sources of documents including emails, faxes and other documents that you use everyday. A major benefit of TIMS is it comes with a database management system for you to manage any information that can be created in lists. TIMS most compelling benefit lies in its focus on data security. Permission settings control individual document s and data within the system is automatically encrypted in a manner that outsiders to the organisation cannot decipher.

How is TIMS priced compared to the rest?
TIMS has more than the functionalities available in an average document management system but is priced so that every organisation that requires a document management system can afford TIMS. When pricing TIMS, the creators had an organisation's growth in mind.