Understanding Document Management

The term "document management" and "paperless office" is the subject of numerous articles and books

. Everybody would like to achieve this lofty goal but not everybody understands what the terms truly mean.

Once you begin investigating the various software solutions that are obtainable you are going to run into some document management abbreviations, acronyms, and general terms that you might not be acquainted with. Right here is a "cheat sheet" which will assist you to to fully grasp the material that you'll come across and also the conversations that you'll be having with document management solution providers.

Electronic Document Capture (EDC) This really is the generic term that pertains to the whole process of converting paper documents into their electronic equivalents. It includes concepts like scanning, text recognition, image conversion and indexing for later retrieval.

Optical Character Recognition (OCR) OCR is a process that recognizes the printed words which are existing on a physical document. OCR is usually used when processing documents which are printed in "normal" printer or typewriter fonts.

Intelligent Character Recognition (ICR) This procedure is comparable to OCR but is usually capable of also processing particular handwritten documents on special forms. It can also recognize and process "tick marks" and bar codes.

Electronic Document Management System (EDMS) Sometimes referred to as Document Management (DM) or Document Management System (DMS), are put to use to locate and display documents and also to sustain different versions of the source document.

Electronic Record Management System (ERMS) Also known as Record Management (RM) or Record management System (RMS), this phrase refers to systems that are accustomed to make sure that important records like payroll, human resources, patient records, contracts, etc, are stored and obtainable during their useful lifetime.

Web Content Management (WCM) Also known as a Content Management Systems (CMS), this term pertains to software that's put into use to store and publish content to a website. A CMS sets apart the web content from the underlying HTML design so that any authorized person can publish or remove content from a website without having to know HTML.

Workflow Management (WFM) WFM systems are utilized to management document preparation in a structured environment where particular preparation, review, or approval steps need to be done in a defined order. WFM systems direct the documents to the correct individuals, in the correct order, until the whole process have been completed.

Knowledge Management (KM) These systems are put to use to make the total legacy "knowledge" of an organization obtainable to everybody. A Frequently Asked Questions (FAQ) system is a great example of a valuable KM system.

Seeing that you have a knowledge of the fundamental terms that you will come across, your next step is to determine the kind of document management system that best satisfies your requirements. Then you can start the process of identifying the available options and choose the one that fulfills your organization's requirements.

Document Management

by: Aikednea Johansen

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