Why Documents Must Be Managed Properly | mumble in the jungle

Why Documents Must Be Managed Properly

document management

In every business in the world, whether they are a one man organization or a multinational conglomeration, information has to be managed properly. Hence, they must have proper data management software in place, something that experts like Abhishek Gattani focus on. Gattani explains that proper data management solutions ensure that all information is properly filed, secured, retrieved, and shared. This requires an organize system following a methodological process, ensuring documents are stored and recovered in the right way. Doing this properly means increased efficiency and full compliance as well.

Defining Data Management

Data management describes the electronic system used for filing data, using different other systems, including file retrieval, storage, and electronic production. Through the system, secure access can be provided but only to those with the right credentials. It can handle text files and paper documents, but also the capturing of images, photos, graphics, fonts, emails, reports, faxes, videos, and audio, using electronic imaging and scanning procedures.

The Need for Data Management

The first time data management systems were developed was because there was a lot of difficulty in manually retrieving documents. Hence, a system was developed in which the “paperless office” could be fully functional, essentially managing all the information and data within an organization through electronic means.

The Advantages of Document Management

By having data management systems in place, an office’s working processes can be fully streamlines. The benefits of this include:

  • Being able to combine all paper filing systems into a single, electronic system. Hence, information can be accessed with greater ease and much quicker.
  • Business procedures improve, thereby increasing productivity and efficiency as well.
  • Retention and destruction policies of documents are simplified.

The Elements of Date Management

There are a number of key elements to a proper data management system:

  1. Metadata, or data capture, which shows when a document was originally stored and who stored it on the system. Optical characters can be used for this, so that texts can be extracted from electronic documents as well. In so doing, users can easily locate documents by simply entering some keywords. Furthermore, digital images can be read by machines by scanning them electronically.
  2. Integration, whereby the system properly works together with various other applications. Data held in the repository can be retrieved, changed, and saved as new versions.
  3. Storage and indexing, which ensures documents can always and easily be find through a logical classification system.
  4. Retrieval, which enables any documents to be found within the storage system, using the metadata to the advantage of the user.
  5. Security and distribution, which ensures that original documents cannot be changed or shared, and that only the people with the right credentials can access certain elements of the system. This is vital to ensure data remains secure.

Simply put, a document and data management system is now a key element of any organization. With technology advancing rapidly, including electronic imaging and scanning, the business process as a whole is improved. Mainly, however, it also ensures businesses are compliant with archiving rules.

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