Document Management is the process of managing documents through their lifecycle, from inception through creation, review, storage and dissemination all the way to their archival or weeding out.
It can help you and your company be more efficient with your time which will save you money. Document management systems can: capture, index, retrieve, edit, annotate and distribute the paper, electronic documents and images via a local area network (LAN), wide area network (WAN), fax, e-mail, printer, or the internet link other software to your document management system for a customized solution and images via a local area network (LAN), wide area network (WAN), fax, e-mail, printer, or the internet link other software to your document management system for a customized solution and even distribute large amounts of information in a wide range of formats using CD or DVD technology. Document management is a way to easily manage your paper files electronically and create more office space as well as saving time instead of spending precious minutes trying to find that paper document. Paper documents are scanned in and made into an image file (such as .tif) and filed electronically onto computer storage hardware. You can easily retrieve, annotate, index and archive these files.
It can help you and your company be more efficient with your time which will save you money. Document management systems can:
Document management is a way to easily manage your paper files electronically and create more office space as well as saving time instead of spending precious minutes trying to find that paper document. Paper documents are scanned in and made into an image file (such as .tif) and filed electronically onto a computer storage hardware. You can easily retrieve, annotate, index and archive these files.
Where do we begin and what do we look for?
First answer these questions:
What will you use it for?Who will be in charge of it and maintain it?
There are some things you can do that will help you in case a disaster ever strikes your business or organization. Ask yourself these questions:
Always back up this information onto another media source, one that may stay in the office, but also onto a server that may be offsite or onto media that can be taken and stored offsite. One thing you must plan is how often you will backup this information. Having a few different off-site locations where this information is stored or backed up will help protect your time and financial investments.
When a document management system is initially implemented, there is usually a lot of existing documents and information. The scanning of these old documents or converting of data from one format to a format accepted by the new document management system so they can be stored and retrieved electronically is called backfile conversion.
More time than you might expect. A typical employee spends 30-40% of his or her time searching for documents-in email, hard drives, and filing cabinets. This doesn't factor in the subsequent time it will take to scan, copy, send, or re-file the document.
Wouldn't it be nice to get that time back and put it to better use? With the right document management system, you can!
Our document management system caters to whatever kind of document you can imagine, including scanned images of paper documents, contractual documents, word-processing files, graphics files, marketing files, spreadsheets, PDF files, text files, photographs, customer service records, maintenance records, product development records, patents, patient records, engineering drawings, legal records, student transcripts, accounting records and material safety data sheets, to name only a few.
If a user has the appropriate security access, he or she can retrieve any file in a manner of seconds. And because we support a vast array of scanner types there is truly no limit to the kinds of documents that you can capture and store.
A document management system should be used to remove any paper-dependent processes in industries with paperwork-intensive processes or document-embedded routines.
Most Our customers decided to take the leap to a paperless office when the paperwork exceeded the capital to manage it effectively.
By taking documents into a secure, digital context, a fewer number of employees can complete a greater number of document-related tasks and projects-hence the value in a document management system.
On a macroeconomic level, document management, if adopted in mass, is one of the few technologies that can increase GDP without causing environmental harm. In fact, the entire accounting industry has added value to its profession by augmenting the skill set of its practitioners through the efficiency that document management systems provide.
Additionally, as security breach threats are on the rise, document management systems play an important role in simplifying compliance and safeguarding client and customer information through secure file sharing and role-based permissions.
Although paper documents may seem safer because they are tangible, this simply isn't the case as they expose an entirely different avenue for breach-the traditional office break-in.
Aside from the gains businesses achieve in return on investment, simplified compliance, and streamlined processes, document management system adoption in mass will be beneficial for the environment.
As organizations hang their hats on environmental conscientiousness in increasing numbers, document management solutions are important in preserving both the environment and the trust consumers place in businesses.
A document management system reduces operating expenses and the costs of noncompliance. When you couple the eliminating of trips back and forth to printers and fax machines with the elimination of time spent searching for paper-dependent information (or losing) paper-dependent information and needlessly re-creating it, the annual savings usually surpasses $10,000 for even small, 1 to 5-employee businesses.
Records management is a process for the systematic management of all records and the information or data that they contain. Traditionally these were held on paper, or more recently on microfilm or fiche, but are now held increasingly within electronic systems.
The core concept is the life cycle of information, which sees information having a series of phases from creation to final disposition either through a controlled destruction process or being added to the long-term or permanent record (the archive).
Records Management incorporates the practice of identifying, classifying, providing access to, archiving, and sometimes the controlled destruction of records.
It depends on the type of record, your industry and its regulations. Generally, records should be kept for seven years, but some records need to be kept for much longer and some for less time. If a record is of historical value, you may retain the record indefinitely.
We record retention experts can work with your company to help establish a compliant records retention schedule for your organization.
A retention program is a well-documented program that tracks records from their inception to their destruction. An inventory of the records disposed of is maintained, including certification that they have been destroyed. Records should never simply be discarded. Most organizations use processes including pulverization, paper shredding or incineration.
Electronic document management is a collection of policies and processes focused on managing documents in digital form. This function is performed through a computer system or other type of technology, typically an EDMS.
Electronic document imaging refers to the conversion of paper documents to digital images-in other words, the output of this practice feeds into electronic document management. In some cases, this may also include optical character recognition (OCR), which transforms words in document images into readable text. The need for electronic document imaging is lessening as companies and industries as a whole turn more to digital systems and processes.
EDMS stands for electronic document management system. In some cases, people might also use EMDS to stand for electronic document management software. However, both terms are referring to the same digital solution.
A document management system is an electronic filing system that an organization can use to organize all their paper and digital documents. The software uploads all hard copy documents through a scanner. A document management system enables you to enter tags and metadata that are used to organize all stored files.
Document management systems come with build-in search engines that enable users to navigate their vast document libraries to access the appropriate files. They also come with permission settings that ensure that only the right persons can access valuable information.
Some of the essential features of a document management system include:
There is more to document management than buying and installing software. You have to ensure you get a solution that fulfils the document management needs in your company. To identify the issues you need to address, ask your employees what problems they encounter on a day-to-day basis.
A document management system should:
EDMSs are commonly referred to as:
Each of these denominations has its corresponding acronym, which can be used interchangeably with EDMS (although this is not recommended unless you wish to drive everyone around you crazy ).
EDMSs are among the most widely used systems in the world, and software products within this space are easy to find. Some of the most common examples include:
I'm aware that purists are about to jump at my neck for including products like Google Drive or Microsoft OneDrive in this list but allow me to explain.
These tools might not be flexible or powerful enough to be considered enterprise-gradeEDMS, but do provide the core functionalities we often find in such programs.
On a related note, they have been validated by thousands of users in this capacity, and it's hard for me to turn a blind eye on this fact when it comes to providing recognizable EDMS examples.
This is what cuts it for me: if millions of users are leaning on products like Google Drive to manage their electronic documentation, who am I to call them wrong?
This might sound like a self-explanatory question, but trust me, it isn't. The main benefit an EDMS brings to the table can be summed up to keeping documents and files organized, accessible, and safe.
Organizations of all kinds produce incredible amounts of paperwork, and keeping everything a few clicks away is not just beneficial, but logical.
In turn, the negative effects of lacking an appropriate EDMS can be devastating.
The loss of productivity associated with poor documentation management is immense, and the bigger the organization, the larger the damage. A 2018 survey showed that:
Needless to say, a system is not the answer to every problem. Appropriate training, motivation, and other factors play a role too.