Document management refers to the hardware, software, as well as processes that organize and manage documents within an organization. This includes digital document workflows document repositories, COLD/ERM and information retrieval systems. Document security is also involved, including tagging metadata and creating tags. While some document management software provide all the features it is crucial to focus on what features will help team members in their respective roles.
A system that lets teams work and access documents even when they are not in the office could be a good option for those who require to work on documents outside of their office. Other features, such as an in-check-in system that allows only one person to work on a document at a time or a system to track the changes made to documents, can reduce the chance of mishaps with versions and data loss.
Many businesses produce a large amount of content, and much of it is incorporated into the form of a document. If there isn’t a clearly defined and documented document management procedure the documents could disappear, or be unsecured, or even worse–compromised by an unauthorized party. This can pose significant compliance risks and financial liabilities for highly controlled industries.
It is essential to establish a thorough document management system that allows visibility and tracking across all digital documents, starting from the initial capture, to the point of use and then the disposal. This will eliminate the risk of losing or stolen data, besides increasing productivity and ensuring compliance with.
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