What is document management?
It is extremely important
for the organizations to store and maintain the records of each and every
document that are created in the organization from the very first day
of the company. Irrespective of the scale of the organization, storing,
retrieving, easy accessing, securing, distributing of datas are the major
concern of the any organization. These requirements of the organizations
are completely fulfilled by Document
Management system. While choosing a Document Management system, the
organizations must consider the following important aspects of the Document
Management.
Storage of documents:
Storing documents is very much necessary for every organization for future
reference. They play an important role in the growth of the organizations.
Millions of documents are created in an organization every year. These
documents are created in different branches of the organization which
can be situated in different parts of the world. This crucial task of
storing documents is the main aspect of Document Management. In most of
the large organizations, they digitize the documents and store until they
need.
Retrieval of documents:
Retrieving documents is a big deal for the organizations workers.
Since it is extremely difficult to search and access a particular document
from a huge amount of stored documents. So retrieving documents needs
a system of storing and accessing documents in a regular manner.
Securing documents:
Security of stored documents is also a major concern of any organization.
Most important details of the organization like company transactions,
salary details, company dealings etc are usually stored in the form of
documents. So it is obviously necessary for any organization to take respective
security precautions steps. Securing documents in turn prevents the huge
loss which may occur by the usage of unauthorized persons. In Document
Management, documents must be encrypted, password protected and it should
be accessible only through intranet.
Easy accessing:
Quick accessing of documents saves plenty of time which can be utilized
in some other projects. It also saves millions of dollar.
Distribution of
documents:
Documents created by a person in an organization, have to move to many
persons within the organization for various reasons. For instance, project
leader has to check the work done by his team workers. Distribution of
documents is made possible by storing documents in a server system.
These are the main aspects of Document Management which provide an easy workflow of information in any organization.
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