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 / OCR - (Optical Character Recognition)
FILE CLASSIFICATION. Indexing using customised cabinets creates an organized, 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.
OCR is another very powerful tool for filing documents. OCR software captures the content of a document, stores it in the system database and allows retrieval by any of the word(s) at a later date. This is commonly known as Global OCR or whole page OCR.
Regional OCR (text captured from previously defined areas of the document) is also available.
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 RETRIEVAL. 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.
Link to: Benefits
of Document Management
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