Document Management is the organization and securing of all information relevant for operational and legislative purposes.
It contains all functions for leading documents through their entire lifecycle.
This lifecycle starts with the creation, then storage, distribution, retrieval, editing, archival and in some cases removal of documents.
Systems managing these functions are called document management systems (DMS).
Take control with DMS
By using document management systems, organizations can take control over their huge amounts of documents and organize all actions around documents.
Documents can be imported from all sources. This should be an efficient, if possible fully automated process. Paper files are scanned using Multifunctional Printers or dedicated scan devices. Digital files can be processed directly, in some cases by using components integrated into native applications (eg plugins for MS-Office, MS-Outlook).
Documents are provided with features or indexes, that can be used to retrieve them. These features can also be used to create structures or contexts in which documents can be presented.
Based on authorizations, users are able to retrieve documents. Once retrieved, documents can be viewed, printed, downloaded or e-mailed. If relevant the following additional functions are available:
- Check in/check out
- Version control
- Audit trail
Documents can be distributed to (groups of) users. Users are notified if actions are required, for example approving or authorizing.
Nowadays, in terms of volume, most documents are e-mails. Document management naturally includes the management of e-mails. Mails (if required combined with attachments) can be stored from within the e-mail application using intelligence to (partially) automate this process.
Legislation obliges organizations to remove specific documents after a specified period of time. Document management systems can automatically remove documents, based on the classification they received during their creation and/or storage.
Advantages of document management
- Document management helps organizations to:
- Save time. Retrieving and filing documents only take seconds.
- Save office space. No more physical archives are required.
- Improve accessibility of documents. Various employees can access the same document at the same time. Document status (version, author, editor, processor) is at all times available.
- Guarantee document integrity. Document management prevents unintended and unauthorized changes to documents.
- Improve document security. Documents are protected from unauthorized access.
Do you want to know how we can implement or improve document management in your organization? Contact us.