Full Circle Systems - What is Document Management?

Overview

Technical Support

FAQ

What is Document Management?

Electronic document management is the process of organizing both paper and electronic files to manage accessibility, security and document integrity. Document management software is used to accomplish this by allowing an organization to store documents in "document repositories" and give users appropriate access to those documents.

Like an electronic library storage program for your organization, an electronic document management system helps individuals and work groups share information which has been created by different people in your organization, regardless of the original document format.

Electronic document management provides an easy method for managing and sharing information electronically--for the employee who creates a document, for peers who edit it, for the manager who shares it with other departments, and for the company president who delivers it to the customer. Such a system ensures that paper documents are not misplaced, misfiled, or printed unnecessarily, and prevents two members of a work group from editing an electronic document (such as microsoft word) simultaneously, which could result in uncontrolled revisions. In the case of a disaster, document management systems ensure that critical business documents are recovered.

Document management often involves the integration of several different technologies that most organizations currently use individually, including: servers, workstations, storage devices, scanners and printers. This integration allows selected users throughout an organization to securely access mission-critical information and maximize business efficiencies.

Benefits

There are many reasons to deploy a document management infrastructure in any organization. The key is to properly address your organization's specific business needs or issues. Some of the benefits many organizations realize are listed below:

Find Information: Documents are currently stored on a variety of media - in a variety of places. Simply finding what you're looking for can be challenging and time consuming.
Share Information: Multiple access to the same information; workflow documents for approval etc.
Eliminate Lost Documents: Employee turnover, frequent access and/or disasters can result in missing documents.
Reduce Storage Costs: Expensive floor space used to store paper files can be used for more valuable purposes.
Reduce Document Retrieval times: A search engine takes retrieval times from hours to seconds.
Eliminate Document Deterioration: Scanned documents can be affordably and safely stored, once a digital image has been captured for daily use.
Control Access to Information: Security levels ensure only people with permission to access a certain document can do so.
Version Controls: Version controls allow for many different versions to be created, managed and presented.
Audit Controls: Manage who has approved and / or accessed documents.
Notification: Automatically notify affected parties when a document has been changed.
Manage Increasing Loads on Servers: It's so easy to create documents these days! Servers are filling up with information, making it difficult to find relevant documents, and expensive to manage irrelevant content.
Improve Access to Information: Search engines allow people to find documents related to areas of interest - even when they didn't know the document existed. This improves the quality of decisions.
Corporate Records: Electronic documents are now Corporate Records (admissible in court) provided a proper Document Management system is in place.

Back to Our Company Profile


Home \| Products \| Support \| Solutions \| Partners \| Company
© 2003 Full Circle Systems Inc., All Rights Reserved
Calgary Office: (403) 215-0055	info@fullcirclesystems.com 1-800-686-8978	Denver Office: (303) 697-2050