2009 13 Dec

Document Management Abridged- The 3 Essential Components.

Document management is a term that can result even tech savvy professionals to throw up their hands in bewilderment and frustration. Why? It seems everyone has a different thought of what features and capabilities it includes. To simplify and eliminate unnecessary confusion we’ll skip the acronyms and break 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 placing it in an organized filing system. Electronic files capture places the document in an organized file environment as well, but without using paper copies.

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

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

A way better solution is to employ software solutions that use automated document capture procedures 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 being scanned into the system.

*Document Delivery/Distribution*

Not so long ago, paper documents have moved through an organization via the company mail system. While this is still ordinary, an increasing quantity of document delivery and distribution is being carried out electronically, with document delivery via email or intranet postings and alerts.

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

*Document workflow*

In concept, workflow embraces many areas of corporate activity, from the assembly line to the business office. In office, it is concerned first and foremost with the creation and management of business documents- most specifically document routing, document approval and document versioning. Examples might include the development of marketing resources or engineering specifications, both of which often involve the input of several individuals at various 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 building and refining of a business document. It is simple to envision the chaos that can result when many people have a hand in modifying an original document, 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 files from consecutive versions.

While operating in the electronic environment in itself gives the opportunity for considerable document version support and control, it as well leaves the collaborators accountable, which is often unacceptable for uncomplicated projects. Today, however, advanced workflow solutions are accessible that automate workflow processes, freeing workers at all levels to focus on their creative activities.