Document Management

Document Management

Storing, Organizing & Managing


Document management is storing, organizing, and managing digital documents. It uses software and systems to capture, store, retrieve, and share electronic documents such as word processing files, spreadsheets, presentations, and PDFs.

What is Document Management

Document management helps organizations to manage their information assets better, enabling faster decision-making and more efficient workflows. By providing easy access to relevant documents, document management can increase productivity, reduce errors, and improve collaboration among team members.


Document management is also vital for compliance purposes, as many industries and organizations must meet regulatory requirements related to document storage and retention. Effective document management helps organizations maintain compliance with regulations, reduce the risk of legal or financial penalties, and protect sensitive information from unauthorized access.


Document management typically includes a range of processes designed to manage documents throughout their lifecycle, from creation to disposal. These processes may vary depending on the organization's specific needs, but some standard processes include the following:


Streamline Processes

Providing efficient and secure access to information. And manage information assets

Features

 Document capture, indexing, version control, search, retrieval, and security

Enterprise Applications

Integrate with enterprise resource planning (ERP) and customer relationship management (CRM) systems.


  • Document Creation

    This process involves creating new documents or revising existing ones. It may involve multiple team members collaborating on a document or an individual author working independently. 

  • Document Capture

    Once a document is created, it needs to be captured and stored in a central location. This may involve scanning physical documents into digital formats or uploading digital files to a document management system.

  • Document Indexing

    To make documents easily searchable and retrievable, they must be indexed with relevant metadata. This may include author, date created, keywords, and document type.

  • Document Storage

    Documents need to be stored in a secure and organized way. This may involve using cloud-based storage, on-premises servers, or a combination of both.

  • Document Retrieval

    When someone needs to access a document, they need to be able to retrieve it quickly and easily. This process may involve searching for documents by metadata or using full-text search.

  • Document Distribution

    Once a document is retrieved, it may need to be shared with others. This process may involve emailing documents or granting access to specific individuals or teams.

  • Document Version Control

    As documents are edited and revised, it is essential to maintain version control. This ensures that everyone works with the most up-to-date document version and that changes are tracked and audited.

  • Document Retention & Disposal

    Organizations need policies for retaining and disposing of documents. This may involve archiving old documents, deleting redundant ones, or securely disposing sensitive information.

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