How do you treat your business documents ? The common scenario is that organizations create a document for a particular purpose and then may or may not require it later. We see that the focus goes for creating the document but not managing it.
The management of a document either done manually or through any DMS solution must ensure that the lifecycle starting from the creation to the deletion/archiving of the document fulfilling specific needs depending on the document type. The key factor that makes DMS solutions stand out from manual document management is the provision of functions that improve the ease of navigating the stages in document lifecycle.
Classification
Once any document is created, the proper management of the document starts by categorizing or classifying the documents. This helps to keep the file system organized and avoid confusions while searching for it.
How do we help? The specialized software uses optical character recognition (OCR) to read the contents of the document which can then be searched or subjected to AI-based processes. For classifying documents, user can assign the relevant index values or use the values automatically suggested by the DMS.
Storage
The classified digital documents need to be stored in a secure storage repository, from which it may be retrieved as needed.
How do we help?
Many organizations still store documents in filing cabinets and other physical locations. Digitizing documents resolves access and security issues and improve the ease and speed of information retrieval. The rights management features of DMS ensures that the right people can access crucial information on demand.
Retrieval
The stored documents can be then searched for office use and users can perform tasks and actions that are required to ensure the document fulfills its intended purpose.
How do we help?
As excessive time spent processing documents is expensive, DMS provides a module dedicated for searching documents at great speed. It also provides an inbuilt viewing/conversion technology to greatly enhance your operations and business success.
Archiving/Deleting
Sensitive official data should then be moved to different storage which ensures that no editing can be done to it. This is important to maintain the legal compliance of business documents. On the other hand, some documents will be needed no longer and can be deleted.
How do we help?
An organized storage unit which includes separate sections for active and archival documents. This promotes better visibility into your documents, reduces clutter, and improves the ease and speed of access.
Discover other ways to effectively manage your documents. Visit our ECM page
Authored By STES ISAC (FEB 2020)