If your business is booming or if you’re looking to start a new business, you may want to consider looking into a
document management system.
Today as more and more free enterprises begin to emerge,
document management
is becoming a mandatory element of small businesses as well as large
corporations. Most established companies are in the process of
gradually switching over to completely automated structures.
Eric B. Heyer the senior vice president, CFO, and CTO for the American
Bank of New Jersey, a rapidly growing, $430 million community bank
said, "If there’s a fire and the building becomes a crater, we don’t
lose critical records. And we provide better customer service because
tellers can instantly pull up customer information at any branch."
Heyer states, "As a small community bank, the great thing about this
technology is that ten years ago it was so far out of reach we could
never have afforded it. Today it’s priced so that we can compete with the big boys."
It’s time to redefine your management system to reduce spending,
improve business decision making through timely access to current
documentation and enforce data integrity and confidentiality.
The Downside of Manual Paper Management Systems
The downside of manual paper management systems is as time goes on
customer information, invoices, bank records, tax files etc. begin to
take up lots of space. It can also be very time consuming when trying
to retrieve files. Lost and misplaced files are among common problems
that arise in the office setting. Last but not least privacy issues can
arise when unauthorized personnel have easy access to confidential
files.
The Basic Functions of Document Management:
Inputting/Scanning - converting hard copy documents into digital format for subsequent storage and management
Indexing - allows users to identify incoming
documents allowing them to be retrieved at a later date (keyed
information or Barcode Recognition)
Storage - various components (storage sub-system) used to retrieve and store information managed by the system
Retrieval - issuing a request that is processed by the server
Archiving - moving documents into long-term storage
Document Management Entails:
Batch Scanning - scanning large volumes of original documents for indexing into document and record management systems
Workflow - automation of daily activities or tasks used to run the business process
Document Routing Approval - documents can be sent to one user after another or several at a time
Print capture archiving - Computer Output to Laser
Disk (COLD) stores and indexes pages onto optical disk, magnetic disk
or magnetic tape as an alternative to paper printouts or microfilm
Correspondence management - ensures that incoming (scanned documents) is answered and outgoing (word processed documents) are stored
E-mail Archiving - allows important e-mails to be selected and stored into a document management or records management system.
Content management - usually refers to creation, management, distribution, publishing and discovery of corporate website or intranet
Digital Asset Management - supports the
storage, retrieval and re-use of digital objects within an
organization, focused on multimedia resources like images, video and
audio
An efficient document imaging system will simplify the principles of
document engineering and management. It should enable you to get
organized without the hassle of paper files. It will allow you to
import electronic files from your office programs and organize multiple
desktops. You should be able to locate private and shared files almost
instantly, limit or restrict certain information and be alerted of who
and when someone is viewing or updating a document.
Choose a system that will empower you to be performance-driven when
writing, publishing and maintaining personnel management tasks such as
customized employment policies and employee reviews.
Source: Digital Publishing Systems
Published: 2006-04-09
Author: Treci Cauthen
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