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Document Management Basics

Following is a basic introduction to general issues and benefits of document imaging and management. If you'd like a free hardcopy of a more in-depth overview, please request one here.

Document management is the conversion of paper documents into electronic images on your computer. Once on your desktop, these documents can be retrieved effortlessly in seconds.

Thousands of organizations around the world use document management every day instead of paper filing systems. The reasons for this change are simple:
  • Prevents lost records.
  • Saves storage space.
  • Manages records easily.
  • Finds documents quickly.
  • Makes images centrally available.
  • Eliminates the need for file cabinets.

The steps necessary to introduce document management:

Documents are scanned into the system. The document management system stores them somewhere on a hard drive or optical disk. The documents then get indexed. When a person later wants to read a document, he or she uses the retrieval tools available in the document management system. Which documents can be read and what actions performed on these documents is dependent on the access provided by the document management system.
A complete document management system comprises five elements:
  • Scanning – Major advancements in scanning technology make paper document conversion fast, inexpensive and easy. A good scanner will make putting paper files into your computer easy.
  • Storage – The storage system provides long-term and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology.
  • Indexing – The index system creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective.
  • Retrieval – The retrieval system uses information about the documents, including index and text, to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.
  • Access – Document viewing should be readily available to those who need it, with the flexibility to control access to system. A good access system will make documents viewable to authorized personnel, whether in the office, at different locations, or over the Internet.

If you've got a good idea of the basics of a document management system, you'll find our in-depth overview of document imaging and document management software a useful resource.

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Updated 8/14/09 Print This Page