Document Management Basics

What is Document Imaging and Management?

Document Imaging is the conversion of paper documents into electronic images on your computer. Once on your desktop, these documents can be retrieved effortlessly in seconds. While Electronic Document Management Solutions (EDMS) is an area that deals with management (storage, indexing and retrieval) of all types of documents including images, e-mails, word processor documents, worksheets, pdf, audio, video, faxes etc. Simply put and as the name suggests, Document Management system is your electronic filing and retrieval system.

A complete document imaging & management system comprises five elements: 

Scanning & Electronic Document Capture
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. Further tools for import of electronic documents (Word, Excel, pdf, audio, video, etc) are provided in this system.

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.

What are the benefits?
The primary benefits that Document Management offers revolve around saving time, enhancing productivity or improving accessibility. Specific benefits include:

• Reduction of paper storage (incl. Filing cabinets), lost documents
• Intelligent, fast document search and retrieval
• Improved control over documents and document oriented processes
• Streamlining of time-consuming business processes
• Security over document access and modification
• Long term document accessibility and preservation
• Reduction of paper handling and error-prone manual processes
• Improving tracking and monitoring, with the ability to identify bottlenecks and modify the system to improve efficiency