While the term “document management” is becoming more common, to many business owners and employees, the term may still be confusing. Is it simply filing? Is a filing system only a matter of filing paper in a file cabinet? Does it involve other aspects of documentation and handling of paperwork? What exactly does this mean?
According to Wikipedia, the phrases document management and document management systems are fairly interchangeable. While the former is the act of managing documents, the latter is the system used to manage them.
In the broadest sense of the term, such a system “can range from a shoebox all the way to an enterprise content management system. There are several common issues that are involved in managing documents, whether the system is an informal, ad-hoc, paper-based method for one person or if it is a formal, structured, computer enhanced system for many people across multiple offices.”
Location
This takes into account where documents will be stored, whether in a physical filing cabinet or indexed in a database.
Filing
An effective filing system will determine how easy a document is to find once it has been filed. This involves the methods used to actually organize and index documents, and to aid in locating and retrieving them when needed.
Retrieval
This encompasses how filed and stored documents will be located when needed. This can involve browsing through physical file cabinets and file drawers, or searching computer software, or a database for information. The speed at which files can be retrieved is a critical concern of any document management system.
Security
How secure are your files and documents? Safeguards must be in place to prevent unauthorized employees, or even outsiders, from accessing or damaging files.
Disaster Recovery
While it’s not something anyone wants to think about, every business should have a disaster recovery plan in place in the event of a catastrophe. Do you have a duplicate copy of important documents? Do you know where they are? Keeping an index of file locations, for instance, in a separate location from your original is a valid plan for protecting important, and potentially irreplaceable, paperwork.
Retention Period
While large companies typically have a records management system in place, even small businesses and one-person offices should be aware of how long various types of files must be kept and why.
Archiving
Preserving important documents and ensuring they’re readable in the future is another vital aspect to consider when planning your document management strategy. While it may not seem important now, as a company grows, archival and historical information will become more valuable, if only for the sake of posterity.
Distribution
Ensuring company documents are easily accessible to employees and clients who need the information they contain is one of the most essential aspects of managing paperwork properly. Understanding the needs of your business, and having a plan in place to provide needed access to files will alleviate a tremendous amount of stress, not to mention that it will create a more efficient work environment for everyone concerned.
Workflow
Some documents, by their nature, will need to pass through a number of hands during their time in the office. An efficient and well-understood procedure for managing their flow is vital to office productivity.
Creation
In most businesses, anyone and everyone can create a file for a variety of reasons. Determining who creates files, how they’re created, and the logistics of managing file creation, is important for a well-run office. This is particularly true when several people are involved in managing files, or when version tracking is an issue.
Authenticity
Deciding who is responsible for verifying a document’s authenticity and ensuring that copies are clearly noted as such is another aspect of managing a company’s paperwork, and one that is often overlooked when initially setting up a document management system.
It’s easy to see that document management, and document management systems, are much more complicated than many business owners and employees realize. Paperwork is the backbone of any business, however, and properly managing its flow, use, retrieval and storage is critical to successful business operations.
The Paper Tiger Document Management and Filing System Software is the perfect solution for helping your company—regardless of size—do just that. So now that you better understand what’s involved in the process, contact us today and let’s discuss your document management needs and how we can help you effectively control them.
Tags: document management software, document management system, paper filing systems, The Paper Tiger filing - "finding" system
