Basics for Document Imaging & Management Systems

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:

Document Management:

»  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. Advanced Document Imaging & Management Systems »  Version control automates version tracking, retains version notes, tracks changes, allows previous versions to be promoted, and even allows you to create and track minor sub-versions. Check-in / Check-out prevents loss of important data by ensuring that files are not overwritten. Notifications and approvals keep others informed of changes and formalize review processes. Advanced search and retrieval tools provide instant search results. Security controls access for each user at the directory, folder and document levels. Remote access provides secure anywhere availability to information and document management features via the Internet. Workflows automate business processes with structured tasks and work procedures. Document scanning incorporates paper documents within an integrated electronic document management system. Manage any Windows-based file, including Word, Excel, PowerPoint, Outlook, PDF, AutoCAD, TIFF4 image files, multimedia files, and more.