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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 organisations around the world use photocopiers with 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 organised 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 authorised personnel, whether in the office, at different locations, or over the Internet.
For more details please email us or call us on 020 8432 6997.
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