Document management refers to the software, hardware and processes that organize and manage documents within an organization. This includes digital documents workflows as well as document repositories and COLD/ERM system. Security of documents is also a factor, including tagging metadata and creating tags. While some document management systems provide all the kitchen sink, it is important to focus on what features will help team members in their roles.
For instance the system that has any-time work capabilities could be beneficial for teams that need to access and work on documents while away from their offices. Other features like the check in and check out system that permits one person to work on a document at a given time or a tracking system for changes could help to reduce the risk of losing information and version mishaps.
Many companies produce content at a staggering rate and a significant portion of it is destined to end up in the form of a document. Without a well-defined and documented document management system the documents could be lost, unsecure or, worse yet, compromised by an unauthorized party. This could lead to serious compliance and financial risks for industries that are heavily controlled.
Therefore, it’s critical to have a robust document management process in place that allows transparency and traceability of all your digital files, starting with the initial capture, through use points and eventual disposal. This will eliminate the risk of losing or stolen data, while increasing productivity and ensuring to.