What is document management?

Companies dealing with a large amount of information need document management systems to archive, protect, retrieve and share that information.

Businesses and other organizations, as well as individuals who deal with a large amount of information, need document management systems to archive, 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 can simply be referred to as a filing system.

Document management is a more contemporary version that usually 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, newer models began to integrate paper and electronic document management. As organizations have diverse needs, document management systems are specifically designed to address particular aspects of classifying and managing information.

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 out as needed. The bank also keeps a copy in 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 hold storyboards and presentation materials, these items can be turned into digital data. An entire advertising campaign can be transformed into a few files or folders stored on the computer, which can later be accessed, distributed or printed as needed.

See also  What is a Dead Mall?

Document management can effectively optimize 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 workplace stress.

Leave a Comment