| Electronic Document Management |
Prevents lost records.
» Saves storage space.
» Manages records easily.
» Finds documents quickly.
» Makes images centrally available.
» Eliminates the need for file cabinets.
The steps necessary to introduce document management:
Documents are captured into the database system. The document management system stores these scanned images or stored files in an indexed manner for future easy access. Using the search engine of your database you can retrieve these images and files in seconds from the document management system. Which documents can be read and what actions performed on these documents is dependent on the access provided by the document management system.
A complete document management system comprises five elements:
» Scanning
Major advancements in scanning technology make paper document conversion fast, inexpensive and easy. A good scanner will make putting paper files into your computer easy.
» Storage
The storage system provides long-term and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology.
» Indexing
The index system creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective.
» Retrieval
The retrieval system uses information about the documents, including index and text, to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.
» Access
Document viewing should be readily available to those who need it, with the flexibility to control access to system. A good access system will make documents viewable to authorized personnel, whether in the office, at different locations, or over the Internet.
If you've got a good idea of the basics of a document management system, you'll find our in-depth overview of document imaging and document management software a useful resource.
Request a copy for your office |
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A Guide to Document Management Basics |
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Since 2003 DJ Media has developed and implemented for our clients the best document and record managment solutions available. This guide will explain what document management is, what to look for in a system and how it can make the storage and retrieval of documents a smooth process instead of a chore.
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