Document management refers to the software, hardware and processes that control and organize documents throughout an organization. This includes digital workflows document repositories and COLD/ERM systems, and information retrieval systems. Security of documents is also a factor with tagging metadata, as well as creating tags. Some document management solutions are all-inclusive. However, it’s essential to focus on features that will help team members to fulfill their responsibilities.
For instance, a system that offers anywhere work capability may be a good choice for teams that require access to and work on documents while working away from the office. Other features, such as checking in and checking out system that permits one person to work on the document at a given time or a system for tracking for changes can reduce the risk of information loss and mishaps with versions.
Many companies create content at a staggering rate and a large portion of it ends up in the form of documents. Without a clearly-defined and documented process for managing documents the documents could disappear, or be unsecured or even compromised by an unauthorised person. This can result in significant compliance and financial risks for industries that are highly regulated.
It is crucial to have a solid procedure for managing documents that permits visibility and the ability to track all digital documents, from the first capture, through the various usage points and eventually disposal. This will minimize the risk of information being stolen or lost, while improving productivity.