Article Side

Online Article Directory!

Hello Guest! Login or Register to submit articles!

Necessity of Business Document Management

By Caitlin Jones Subscribe to RSS | March 17th 2012 | Views:
loading
 
  



Yesterday, one of my best friends called me over phone and asked me about business document management and various techniques used to maintain a good documentation system in an organization. He got an opportunity to work as a business document controller in a multinational company and wants to know more about business document management. Hence he is contacting all the friends who have knowledge in this field. In that process, he called me also to get the information and experience from me. We all know that documents are one of the inevitable parts of business activities. Documents can be defined as records of business transactions or processes involved in a business. In big organizations, document systems are managed with the help of document imaging scanner. This system needs software. In the old days, it was a very tedious job to manage the document system when there were no computers. At that time, documents were kept in folders which are stored in cabinets. High retrieval time and chance of losing documents was more in those days.

With the coming of ISO9001, ISO14001, AS9100 etc, there arise the need for a proper document management system for all the organizations. Many organizations are spending lot of money and man hours to generate, store, retrieve, use and proper destruction of matured documents. In many cases, initially the documents may be in paper format and hence needs to be scanned to make it as a soft copy. This conversion of hard copy to soft copy is done with the help of document imaging scannersin which large number of sheets can be scanned simultaneously with the help of document imaging software. As the scanned copies of documents are available, this can be properly indexed as per the requirement and can be saved in designated area of a computer system. This will help to retrieve data very easily when required. During the audits from external agencies (like ISO audits etc), the accessibility of data within retrieval time is very important and will be really useful. Another advantage is that different persons at different location can access the data in the database which saves considerable man hours. Also, chance of losing documents is very less.

With the generation, storage & retrieval of documents, destruction of same after the retention period is also very important. This will save considerable amount of data space in the database and also retrieval of other documents will become easier. Care should be taken to dispose off the matured documents in time. Another important area to be focused is the document management version control. The version or revision of documents is very important in document management system. We need to always make sure that the latest version of documents is stored in our database. There may be considerable difference between two versions of a same document and hence it is very important to monitor the same. For this purpose, current version of the document can also be added with the index of the document system.

Caitlin Jones - About Author:
Caitlin Jones writes on document imaging scanner , business document management , document management version control.

Share on Facebook Tweet It Stumbleupon this post This post is delicious !

Article Source:
http://www.articleside.com/software-articles/necessity-of-business-document-management.htm

Related Software Articles Subscribe to RSS

An overview- Liferay document management
Published by Top Articles on November 28th 2011 | Software
In this article, it has been highlighted about the flexible software that is liferay document manage...
 
What is the chargeback management system?
Published by Hemelwasen on November 28th 2011 | Computer
Each chargeback fraud, there are many different strategies being deployed in the system to give a sp...
 
Document management Software Help Start Up Businesses a Lot
Published by Caitlin Jones on May 16th 2012 | Software
The companies must not feel dejected about the economic distressful situation. They must keep trying...
 
Some insightful information on data management
Published by Andy Robert on April 12th 2012 | Software
These days, most of the businesses seem to have too much data at their disposal; however, managing t...
 
Looking for Expansion? Choose Warehouse management Software
Published by James Blee on June 5th 2012 | Computer
If you run a warehouse then you know how important time is for warehouse. Sometime, improper informa...
 
Queuing systems and Queue management system
Published by Brandon Munson on April 12th 2012 | Software
The Latest electronic way of providing customer satisfaction is the Queuing systems. The customers n...
 
Document management solutions – answer to rising prices
Published by Caitlin Jones on June 7th 2012 | Software
What is document imaging conversion? What are document management solutions? Finding an answer to ab...
 
System management with sap support packs
Published by Tony Smith on March 9th 2012 | Software
Basic needs of your system include automated upgrades for software applications installed on the sys...
 
Manage your information effectively with document storage techniques
Published by Ronan Pointy on March 2nd 2012 | Software
Management document is also an important process of the organizations as it is responsible for gover...
 
What can you accomplish with E-scrap recycling management software?
Published by Angel on July 11th 2012 | Software
For the entrepreneur involved in the e-waste business, E-scrap recycling software fills the void wit...
 
Attendance management system is the unique system to maintain attendance records
Published by Mahesh Lodhaya on August 11th 2012 | Software
Attendance management system or time management software in India is very popular and on demand. Eve...
 
Benefits of online Sales tracking and leads management software
Published by Elizabeth Cooper on March 19th 2012 | Software
The lead management software is part of the complete sales force automation process that helps in tr...
 
What is so special about waste management software
Published by Angel on December 20th 2011 | Software
Waste management software provides the ideal solution for waste management sectors. But here we have...
 
Effective occupational health management from EOA Systems
Published by James Blee on August 22nd 2012 | Software
EOA Systems are a company who pride themselves on their ability to provide an effective and professi...
 
Benefits of using web document management and microfilm scanning for your business
Published by Caitlin Jones on July 6th 2012 | Software
Documents management is crucial to any type of business. It needs to be done in the right way to eli...
 
Purpose of reputation management
Published by Sherlinandriya on July 7th 2012 | Software
Reputation management is the process of tracking an entity's actions and other entities' opinions ab...
 
Benefits of indexing management in business
Published by Caitlin Jones on December 29th 2011 | Software
Indexing document is the process of transfer labels and markings on the documents can be documents i...
 
Benefits of document storage facility
Published by Ronan Pointy on March 14th 2012 | Software
Internet has become an indispensable part of everyone’s life nowadays. There are various social ne...
 
Practice management software is a boon
Published by Jamessms on February 1st 2012 | Software
To manage a clinic or healthcare is very difficult. The patients come with ailments; some require im...
 
Why is document management so important for business?
Published by Ronan Pointy on December 29th 2011 | Software
Document management in the office can be tedious and disheartening. According to studies, employees ...