What is Document Management:

Document management implies to a systematic process of handling documents in such a way that they can be created, shared, organized and stored properly. Document management also focuses on easy accessibility and availability of the stored information.

Business Document Management An Overview

With the advent of the Internet, businesses have evolved greatly. The increasing pace of modernization and the tightening grip of Internet are converting the globe in a global village. Paperless office has become the new face of enterprises. With the increasing scope of business even the documentation has increased consequently magnifying the concept of business document management

In a business environment various documents are created in co-operation, with assistance, with different collogues and other contacts to further a particular avenue of business they share. The volume of the documents generated is generally large and have varied nature besides they are electronically generated. The process of business management here aims at managing these documents. The process manages both documents, created either by one main creator or many creators.

The business document management system allows an organization to manage and keep track of all the changes to a document, without mandating the employees to use the same software. The system can keep track of all types of files and not just word processor files.

Since the system can work with any software it enables a organization to collaborate with anyone at any time, the system changes and the versions get upgraded automatically. Further the systems tracks the changes with details of who made them, when and to which document. It also provides with the old versions of documents to evaluate the information with the present version.

Management is done over the Web

Web as being the base of international commercial arena and activities the system operates over the web thus offering maximum usability. On the other hand, much of the communication in industry today is done through Internet. Since it is widely used medium of communication, documents that are created can be easily managed on the web.

Electronic Document Management System (EDMS)

EDMS allows managing documents efficiently. It is software driven process and performs the following functions:

1. EDMS allows digitization i.e. scanning of input paper or microfilmed documents.

2. The system efficiently groups, processes and tracks the documents.

3. Using the recognition technology the system indexes images and electronic documents.

4. As a security feature the system provides with check in and checks out features, thus securing the documents from simultaneous updates and overwrites.

5. EDMS controls versions.

6. It also has a storage system for archival.

Usability of EDMS

1. The EDMS system when is effectively used in a company it improves the productivity of the work progress.

2. Proper application of EDMS results in a significant reduction in the cost of work processes.

3. EDMS injects a quickness in the work process thus improves customer service.

4. EDMS as enables efficient document management it reduces document access time and cost.

5. As a result of the above benefits EDMS eventually increases user competitiveness.

The Electronic Document Management System organizes and maintains the digital documents in a hierarchy of cabinet-folder-document-page. In the document organization hierarchy the cabinet is the highest level in which the related digital document is stored. Cabinets are mainly created for grouping documents in folders on a functional basis.

Significance of Business Document Management System

In print form the documents can be stored easily and there is less chance of tampering and changing the document completely. However, in electronically generated documentation they can be easily changed thus a document management system is very crucial. Similarly, often it happens that many people remove the old data form the net to put the upgraded one. In such cases at times it happens that the old data might be useful somewhere else thus document managing system helps greatly to retrieve the old document. Moreover, a business document management system allows a safe, secure and speedy sharing of information overt the Internet.

Advantages of Business Document Management System

1. Cost saving :

Normally if all documentation is done on paper the cost incurred is very high. In addition storage of these documents includes a high cost. On the other hand, electronically generated documents are relatively inexpensive and storing them is also easy. Electronically generated take up less space thus save significant costs. On the other hand to manage paper documents a larger man power is required, the cost of which can be reduced is the documents are electronically generated and are stored through the business document management system. Further more the cost of lost and misplaced document which is high with paper documents is eliminated with the BDMS system.

2. Security :

Documents shared and stored though the BDMS system are more secured as the changes can be tracked as to who and when they were made. On the other hand there is a check in and check out feature that secures the document when more than one person is viewing it.

3. Access :

As being a web based system accessing documents through the BDMS is easy .The documents as being on the web long distance access of the information becomes very easy which is secured as well.

4. Disaster recovery:

In a BDMS the electronically generated are protected with multiple backups. This eliminates the risk of disaster loss which is high with the normal paper documentation.

5. Process consistency :

The BDMS assures a consistency in the work flow process. As the consistency in filing, naming conventions, and storing pattern the consistency is followed by all the departments. This generates consistency in the process thus enhancing the efficiency on in information management.

For large businesses that have trades and operations on global scale with multinational offices a business document management system helps greatly. Moreover, with the outsourcing being as the new face of commercial world nothing can fine without proper documentation for which an efficient management system is a must. A proper business management ensures a safe secured and quick sharing of information. A good business thrives on this.