Necessity,Business,Document,Ma computer Necessity Of Business Document Management
----------------------------------------------------------Permission is granted for the below article to forward,reprint, distribute, use for ezine, newsletter, website,offer as free bonus or part of a product for sale as longas no changes a Gone are those times when the companies and the organisations didn't need a hi-tech system to handle them. Owing to the considerable increase in the business sector and thus, an enormous increase in the complexity of the organisational struc
Yesterday, one of my best friends called me over phone and asked meabout business document management and various techniques used tomaintain a good documentation system in an organization. He got anopportunity to work as a business document controller in amultinational company and wants to know more about business document management.Hence he is contacting all the friends who have knowledge in thisfield. In that process, he called me also to get the information andexperience from me. We all know that documents are one of theinevitable parts of business activities. Documents can be defined asrecords of business transactions or processes involved in a business.In big organizations, document systems are managed with the help ofdocument imaging scanner. This system needs software. In the old days,it was a very tedious job to manage the document system when there wereno computers. At that time, documents were kept in folders which arestored in cabinets. High retrieval time and chance of losing documentswas more in those days.With the coming of ISO9001, ISO14001, AS9100 etc, there arise the need for a proper document management systemfor all the organizations. Many organizations are spending lot of moneyand man hours to generate, store, retrieve, use and proper destructionof matured documents. In many cases, initially the documents may be inpaper format and hence needs to be scanned to make it as a soft copy.This conversion of hard copy to soft copy is done with the help ofdocument imaging scanner in which large number of sheets can be scannedsimultaneously with the help of document imaging software. Asthe scanned copies of documents are available, this can be properlyindexed as per the requirement and can be saved in designated area of acomputer system. This will help to retrieve data very easily whenrequired. During the audits from external agencies (like ISO auditsetc), the accessibility of data within retrieval time is very importantand will be really useful. Another advantage is that different personsat different location can access the data in the database which savesconsiderable man hours. Also, chance of losing documents is very less.Withthe generation, storage & retrieval of documents, destruction ofsame after the retention period is also very important. This will saveconsiderable amount of data space in the database and also retrieval ofother documents will become easier. Care should be taken to dispose offthe matured documents in time. Another important area to be focused isthe document management version control. The version or revision ofdocuments is very important in document management system. We need toalways make sure that the latest version of documents is stored in ourdatabase. There may be considerable difference between two versions ofa same document and hence it is very important to monitor the same. Forthis purpose, current version of the document can also be added withthe index of the document system. Article Tags: Business Document Management, Business Document, Document Management, Document Imaging, Very Important
Necessity,Business,Document,Ma