2009 11 Dec

Document Management Simplified- The 3 Essential Components.

Document management is a term that can result even tech savvy professionals to throw up their hands in bewilderment and exasperation. Why? It seems everyone has a different thought of what features and potentials it includes. To simplify and eliminate unnecessary confusion we’ll skip the acronyms and split the system down into three basic components :

1. Document Capture
2. Document delivery and distribution
3. Document workflow

*Document Capture*

Usual document capture includes printing a document and putting it in an organized filing racks. Electronic files capture places the document in an organized file environment as well, but without resorting to paper copies.

Documents enter the electronic filing system, now more often called the “document management system,” in more than a few ways. External files can originate almost everywhere : from trading partners, media sources, research organizations, government and regulatory agencies, to name a few.

Historically, there have been two methods for channeling internal files into the document management system: raw data may have been printed and then scanned into the archive system; or the data may have been exported as a PDF file. External paper documents, including hard-copy faxes, usually are scanned into archives. E-mail messages normally enter the system in their electronic form.

A far better solution is to employ software solutions that use automated document capture processes that interact with the document management system to apply indexing automatically as documents are captured- at the moment of production, for internal files, or as they are scanned into the system.

*Document Delivery/Distribution*

Until recently, paper documents have moved through an organization via the organization mail system. While this is still commonplace, an increasing amount of document delivery and distribution is being accomplished electronically, with document delivery by means of email or intranet postings and alerts.

The savings are similarly dramatic for general/special-purpose documents.

*Document workflow*

In idea, workflow embraces many branches of corporate activity, from the assembly line to the business office. In office, it deals first and foremost with the creation and management of business files- most specifically document routing, document approval and document versioning. Examples may involve the development of marketing resources or engineering specifications, both of which often involve the input of several individuals at a variety of touch points.

1 of the most precious attributes in an electronic workflow environment, for instance, is document version control, where many individuals may be involved in the structuring and refining of a business document. It is easy to envision the chaos that can result when many employees have a hand in modifying an original file, working separately and often saving their changes in new document versions. Not many versions down the line, it can turn out to be difficult to separate original documents from successive versions.

While working in the electronic environment in itself gives the opportunity for substantial document version support and control, it as well leaves the collaborators accountable, which is often unacceptable for simple projects. Today, on the other hand, advanced workflow solutions are available that automate workflow procedures, freeing personnel at all levels to concentrate on their creative activities.