What Is Document Management?

Document management is the process of handling documents

, both paper and electronic, in such a way that information can be created, shared, organized and stored efficiently and securely. Despite the growing trend for paperless offices, most companies still operate in a mixed environment of paper and electronic data, so the ideal document management system must expedite the handling of paper documents as well as electronic. This is why many organisations use document management software in order to help them keep their electronic files in order, and some, especially those who deal with large numbers of paper based files, combine this with additional services such as document scanning, archiving and imaging.

What are the benefits of a document management system?

For many businesses, the focus of document management is on good management: they look for a system that can save their employees time and effort when it comes to identifying the document they need. However, there are several additional benefits to investing in a robust document management system which are equally important to the success and stability of any flourishing business:

Confidentiality - a haphazard file storage system can expose important information to scrutiny by potentially inappropriate people.

Security - in many offices, critical documents are stored on a single lap top or in a single locked drawer, which exposes them to loss, theft and damage.

Version control - many hours are wasted every week making unnecessary changes to old files because new versions are not tracked effectively.

Responsibility - if no record exists of precisely who has viewed and/or edited a document, its very difficult to audit a business process and uncover inefficiencies.

How do I improve document management within my business?

The first step when it comes to improvement is identifying the specific needs of your company in order to decide the scale of improvement needed. In order to do this, more and more businesses are turning to companies like Capita Total Document Solutions, who are able to send a team of experienced consultants to advise on the most practical solution. They can offer anything from simple archive storage of physical documentation saving filing cabinet space and administrative hassle to fully blown outsourced and web-based document management solutions.

by: james

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