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Document management is the conversion of paper documents into electronic
images on your computer. Once on your desktop, these documents can
be retrieved effortlessly in seconds.
Thousands of organizations around the world use document management
every day instead of paper filing systems. The reasons for this
change are simple:
Document Management:
• Prevents lost records.
• Saves storage space.
• Manages records easily.
• Finds documents quickly.
• Makes images centrally available.
• Eliminates the need for file cabinets.
The steps necessary to introduce document management:
- Documents are scanned into the system.
- The document management system stores them somewhere on a hard
drive or optical disk.
- The documents then get indexed.
- When a person later wants to read a document, he or she uses
the retrieval tools available in the document management system.
Which documents can be read and what actions performed on these
documents is dependent on the access provided by the document
management system.
A complete document management system comprises five elements:
• Scanning
Major advancements in scanning technology make paper document conversion
fast, inexpensive and easy. A good scanner will make putting paper
files into your computer easy.
• Storage
The storage system provides long-term and reliable storage for documents.
A good storage system will accommodate changing documents, growing
volumes and advancing technology.
• Indexing
The index system creates an organized document filing system and
makes future retrieval simple and efficient. A good indexing system
will make existing procedures and systems more effective.
• Retrieval
The retrieval system uses information about the documents, including
index and text, to find images stored in the system. A good retrieval
system will make finding the right documents fast and easy.
• Access
Document viewing should be readily available to those who need it,
with the flexibility to control access to system. A good access
system will make documents viewable to authorized personnel, whether
in the office, at different locations, or over the Internet.
If you've got a good idea of the basics of a document management
system, you'll find our in-depth overview
of document imaging and document management (PDF download; 347
KB) a useful resource.
For more information, please contact us at 662.335-5588 or e-mail
us.
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