Document Management
What is Document Management? What is Electronic Filing?
Document Management is a computerised document organising system for both electronic and paper files. Conventional computer documents and paper filing can be replaced with a responsive, interactive, electronic virtual filing cabinet that performs with far greater efficiency.
Five easy steps are all it takes to streamline and control all your electronic and paper documents:
1. Capture
Scanning and File Import. Accessible scanning & imaging technology now makes the transfer of paper documents into a computer, fast, efficient and easy. A scanner can be linked direct to a PC, or installed on a network, allowing several workstations to make good use of more powerful equipment. The better Document Management systems will also facilitate the import of other electronic files, allowing consistent indexing of all records.
2. Index
File Classification. Indexing using customised cabinets creates an organised, well structured filing system and makes future retrieval simple. A well thought out indexing structure within a good Document Management system will be significantly more effective and versatile than existing manual procedures and systems.
3. Store
Intelligent Archiving. Long-term and reliable document storage is one of the first benefits of implementing a paperless Document Management system. As a limitless archive, it accommodates growth and advancing technology. Proper back-up procedures will ensure that documentation is far safer than it ever was in paper format.
4. Retrieve
Speedy Retieval. Find documents quickly by searching for files using allotted index names (or parts of) or text within the document. One of the important features that helps to distinguish a good Document Management system is a powerful and flexible search function to aid retrieval for individual or groups of documents.
5. Manage
Administration and Security. Which documents, can be read and what actions performed on them is dependent on the user permissions granted by the system administrator. Document storing, indexing and viewing should be readily available to authorised individuals or groups of people. However, flexibility to control access to the system is essential to safeguard the files within it.
These are the 5 core functions of an electronic Document Management system. The more advanced systems will include significant additional functionality and flexibility that can create opportunities for major efficiencies in electronic document handling and information management. The quality and ease of use of the user interface is also a major differentiator amongst systems.
For more information, please contact us.
