Committed to Quality. Committed to ServiceGRACEInformation ManagementCall Us on 1300 788 211  •   Scanning Services  •   W...
Understanding the documentmanagement version control in a         Better way              By  GRACE INFORMATION     MANAGE...
There are many steps in the process of records management. One of the steps is that ofthe document version control. Docume...
facilitates the audit trail, manages the document authorizations and even safeguardsthe trash box. The different software ...
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Online Document Management

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For online document management, it is important that the scanned is also editable for some areas of document processing. With editing function, it is possible to create the new versions of the documents and the same can even be a part of the document management version control.

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Online Document Management

  1. 1. Committed to Quality. Committed to ServiceGRACEInformation ManagementCall Us on 1300 788 211 • Scanning Services • Web Hosted Grace image Silo • Data Entry & Extraction Services • Technology & Software Solutions • Output Media Formats • Document Management & Retrieval Solutions • Microfilming • Consultancy Services • Secure Hard Copy Storage • ASP • Digital Signature • Image Retrieval
  2. 2. Understanding the documentmanagement version control in a Better way By GRACE INFORMATION MANAGEMENT
  3. 3. There are many steps in the process of records management. One of the steps is that ofthe document version control. Document management is a whole process involving thecapturing of the data or the document by using the document imaging software andindexing and storing the same in a way which facilitates easy retrieval and control overthe version of the same.Document version control refers to the control over the processing of documents andflow of documents from one person to another for the purpose of putting their noting,amending the same and then saving it before transferring the same to next level ofprocessing. At every level a new version of the document is created and the old one iseither replaced with the new one or is kept aside. This depends on the nature of use this islikely to be put to. This control system makes sure that the documents are shared betweenthe people with due authorizations.Some of the key functions performed by the document management version controlsystem are the following: 1. Backup of the documents and their restoration. Where backup of documents is required (and this happens in almost all cases), the new files are created and saved whereas the old files are also retained. You can see the file as it existed on a particular date in the past. 2. Synchronization: This is achieved by the records management software by facilitating the sharing of the docs among the different users. The document management server can also be used for this purpose of sharing across different braches while, within the organization, the same can be achieved by proper networking. 3. Undo function: If you think that you have done something wrong to a document, then you can always go back to the previous version. 4. Tracking the changes and as well the person who has done it: This is also an important feature of the document version control system to know what all changes were effected by all person so as to know the reasons behind the changes and to check whether that person had the due authority for working on that document. 5. Sandboxing: If you have used the rough sheet during your school exams for first writing and checking the content in the rough area before putting the same in the main body of the answer sheet, you would have done the sandboxing. The same can be done with the document management version control system as well. So, this is a crucial part of the records management process that is used extensively for noting, commenting and for detailing the reasons behind the decisions. It
  4. 4. facilitates the audit trail, manages the document authorizations and even safeguardsthe trash box. The different software that provide this facility of version control comewith different set of features and therefore shall be selected carefully as per yourneed.document management version control is an important part of this system.The document management server requires storage on the servers or thedatabases.

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