Document management is the hardware, software and processes that control and organize documents within an organization. This includes digital document workflows document repositories and COLD/ERM and information retrieval systems. Document security is also an issue in tagging metadata as well as creating tags. While some document management software provide all the features but it is important to think about what features will help team members in their designated roles.
For example the system that has any-time work capabilities could be appropriate for teams who require access to and work on documents while away from their offices. Other features, such as checking in and checking out system that only allows one person to work on a document at a time or a system for tracking for changes can reduce the chance of losing information and version mishaps.
Many companies produce content at an alarming rate and a significant portion of it ends up as documents. If there isn’t a clearly defined and documented process for managing documents the documents could become lost, unsecured or even compromised by an unauthorized party. This could pose serious risks to compliance and financial liabilities for highly controlled industries.
It is essential to establish a thorough process for document management that provides visibility and the ability to track all digital documents, from the first capture, through the various usage points and then disposal. This will reduce the potential for lost or stolen information, while increasing productivity and ensuring compliance adherence.
