Companies that handle a large amount of information need document management systems to store, protect, retrieve, and share that information.
Businesses and other organizations, as well as people who handle a large amount of information, need document management systems to store, protect, retrieve, and share that information. Document management is an organized system that methodically processes, stores and retrieves documents and the data they contain. For hard copies or paper documents, the process may simply be called a filing system.
Document management is a more contemporary version that generally involves the electronic production, storage and retrieval of documents and other files, providing secure access to those with authorization. In addition to typical documents such as text files or scanned copies of paper documents, document management can also include audio and video files, emails, faxes, reports, photos, fonts, graphics, and other images.
Document management software was created in an effort to introduce “paperless” offices. Realizing that this business model was impossible to improve upon, newer models began to integrate paper and electronic document management. Since organizations have diverse needs, document management systems are specifically designed to address particular aspects of information classification and management.
An example is the banking sector. Today, instead of sending canceled checks along with bank statements, banks make miniature digital copies of checks and print them as needed. The bank also keeps a copy for its files. Actual scans can be destroyed or kept in a safe place for backup in case of computer malfunction or data corruption.
Another good example is advertising agencies. Instead of using premium space to store storyboards and presentation materials, these items can be converted to digital data. An entire ad campaign can be turned into a few files or folders stored on your computer, which can then be accessed, distributed or printed as needed.
Document management can effectively streamline any office environment. By conveniently classifying and storing information and making it easily accessible, this process helps employees work more efficiently. Document management saves not only space and time, but also money. Because it is much more efficient than common filing systems, it can also reduce stress in the workplace.