What is document management and what benefits does it offer?
Document management refers to the conversion of paper documents into electronic documents or the electronic capture of documents from your financial system to the electronic storage of documents for quick retrieval and processing. Document management has become immensely popular as it offers many benefits to our customers like:
Some of the key elements of a document management system are:
Document management refers to the conversion of paper documents into electronic documents or the electronic capture of documents from your financial system to the electronic storage of documents for quick retrieval and processing. Document management has become immensely popular as it offers many benefits to our customers like:
* Prevents lost records
* Reduces ground mail costs
* Saves storage space
* Saves paper costs
* Manages records easily
* Finds documents quickly
* Makes documents centrally available
* Eliminates need for file cabinets
* Reduces ground mail costs
* Saves storage space
* Saves paper costs
* Manages records easily
* Finds documents quickly
* Makes documents centrally available
* Eliminates need for file cabinets
Some of the key elements of a document management system are:
Capture: This refers to the capturing of documents, both paper and electronic based. Paper documents are scanned into the document management system. Electronic documents are imported into the system or auto captured from your Financial System.
Storage: Document Management Systems should provide safe and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology.
Profile: Document Management Systems should have an easy way to profile documents for easy retrieval. A Profile is very similar to the information found on a library catalogue card – it is the basic information you need to retrieve your documents. To profile a document, a few fields or keywords are entered electronically or manually that describes the document being stored.
Retrieval: You have the documents in the system, but you need to retrieve and view the documents. Using the Profile information you should have an easy way to search, retrieve and view documents.
Access: The system should provide authorized access to the documents based on a user security definition and maintain an audit trail on what happens to a document throughout its life.
Storage: Document Management Systems should provide safe and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology.
Profile: Document Management Systems should have an easy way to profile documents for easy retrieval. A Profile is very similar to the information found on a library catalogue card – it is the basic information you need to retrieve your documents. To profile a document, a few fields or keywords are entered electronically or manually that describes the document being stored.
Retrieval: You have the documents in the system, but you need to retrieve and view the documents. Using the Profile information you should have an easy way to search, retrieve and view documents.
Access: The system should provide authorized access to the documents based on a user security definition and maintain an audit trail on what happens to a document throughout its life.