Document management is the hardware, software and processes that control and manage documents across an organization. This includes digital document workflows document repositories and COLD/ERM and information retrieval systems. Document security is also involved in tagging metadata as well as creating tags. Certain document management tools are all-inclusive, however it’s important to focus on features that help team members fulfill their duties.
For example systems that offer the ability to work from anywhere could be beneficial for teams that need to access and work on documents while working away from the office. Other features, like the check-in and checkout system which only permits one person to work on a document at a time or a system that monitors the changes to a document can help mitigate the risk of version errors and loss of information.
Many companies produce a huge amount of content, and much of it is incorporated into a document. Without a clearly-defined and documented document management procedure, those documents can quickly disappear, become unsecure or, even more dangerously, compromised by an unauthorised person. This can pose serious compliance risks and financial liability for highly controlled industries.
This is why it’s critical to have a robust document management process in place that allows the ability to track and monitor all your digital documents, beginning with the initial capture points, and eventually disposal. This will eliminate the potential for lost or stolen data, while increasing productivity and making sure you are in compliance to.