Document Management
Document Management is the computerized organisation of digital information.
Most companies transact their information in a mix of formats, both digital and paper, which
makes it of prime importance for a successful document management strategy to produce
harmony across diverse formats, and create efficient workflows (digitizing whenever possible).
Key components in building a Document Management Strategy
The following list details the key components which constitute a Document Management strategy:
Location: where to store the digital documents.
Filing: in what digital format to store the digital documents.
Retrieval: how the digital documents will be retrieved.
Security: how will the digital documents be kept secure.
Disaster Recovery: how will the digital documents be backed up.
Retention Period: how long do the digital documents need to be kept.
Distribution: how will the digital documents be shared and distributed.
Workflow: how will the digital documents enter into a procedural workflow.
Creation: how can documents be created and edited within team collaboration.
Authentication: what authentication protocols are to be implemented.
Digitized
Workflow
A workflow is the schematized route along which a series of actions complete a desired business
function.
Invoicing a customer, for example, may have a workflow which includes actions and decisions from people in sales, accounts
and logistics. The danger with so many components affecting the workflow, is that it becomes slow and error-prone.
The objective when designing an optimised workflow is to keep the procedure simple, logical, and automized,
leveraging technology to produce high productivity.
For example, an invoice is digitized and bar-coded, the vital information (the metadata) stored in a networked database
so that the Finance Manager can monitor the monthly ficures, and the Sales Director keep an eye on his forecasts and
objectives.
A good Document Management strategy produces the most efficient workflows possible, outsourcing non-core
administrative tasks to keep costs low and business focus high.
