The Necessity Of A Document Management Strategy

There are a number of reasons which support the requirements of an effective document management strategy

. The strategy becomes important since there are a number of records generated by the companies which are vital for their operations. These could be both the electronic and the paper based products which would be requiring a good records management system.

The key objectives of this strategy, for any organization, are the following:

1.Safe-keep: The safety of the documents is the foremost requirement of the document management application. This is the case if these are in the form of paper or in any other form which is quite sensitive like the micro films.

2.Security: The loss of records and the data due to any eventuality is the worry of all organizations. Therefore, adequate storage facility security measures need to be provided. This security could be against the human and non-human factors which can pose a threat to the records management.

3.Flexibility: One of the key requirements document management system needs is that of flexibility in terms of usage, access as well as storage. This means that while the records management system shall have fool-proof security measures, it shall also be easy to retrieve the documents from there and use them for your needs. The flexibility of storage means managing the documents in such a way that these are secured in different ways using different media, at different locations and on different technology platforms.

Document management application shall also be flexible in terms of the access. Whether you want the facility-specific access or the anytime, anywhere access for your records, you shall have the option of using both ways.

The paper based documents are amenable to different types of damages. These can also get bulkier as the time progresses and occupy the vital office space. These are difficult to manage as well since a lot of time goes into proper indexing, organizing as well as retrieval. This markedly affects the operations of the businesses since there is a lot of time loss. Further, in case of organizations having multiple locations, it might be that some documents are kept at the main office which might be required by the branches. So, the paper based records do take days to reach the branch where these are required. If these are vital documents, there a definite risk of losing them.

For these very requirements document management needs to built up the be non-physical, non-paper based formats which is operationally more flexible and easy to use, is more secure and is also more reliable. In operations, records management would entail scanning, understanding the document workflow, due approvals and authorisations, print capture on different media, managing correspondence, content management and digital asset management.

A document management strategy would invariably look into what all documents need to be kept in what all formats and where so that these are safe, secure and, at the same time, provide ease of access. This strategy is devised by the top management with the help of a specialist company providing document management application.

by: Grace Info

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