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What is Document Management

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Businesses create documents everyday, but without an effective filing plan, content quickly turns to chaos. Document management is the process of applying policies and rules to how documents are created, stored, updated and eventually retired. This slideshare identifies the top document management functions and how document management software can help.

For more information on document management in the cloud, visit www.fileplan.com

Published in: Software
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What is Document Management

  1. 1. What is Document Management? T h e q u e s t t o c r e a t e o r d e r f r o m t h e c h a o s o f u n s t r u c t u r e d b u s i n e s s d a t a
  2. 2. Businesses create documents every day
  3. 3. Without effective controls, content quickly turns to chaos  Multiple copies in different locations  Email silos  Can’t find the right doc at the right time  Lack of version control
  4. 4. Document management is the process of applying policies and rules to how documents are created, stored, updated & eventually retired.
  5. 5. Document management software helps automate and govern this process. Document management is the process of applying policies and rules to how documents are created, stored, updated & eventually retired.
  6. 6. How you create and store documents Document management policies govern:
  7. 7. How you create and store documents Document management policies govern:  Capture & save documents within their native application  Scan and import from hard-copy  Manage digital storage capacity, either on your file-server or in the cloud Document management systems help you:
  8. 8. How you create and store documents  Capture & save documents within their native application  Scan and import from hard-copy  Manage digital storage capacity, either on your file-server or in the cloud Document management systems help you:
  9. 9. 56% ARE NOT CONFIDENT that emails related to documenting commitments and obligations are recorded, complete & retrievable 1 41% ARE NOT CONFIDENT that their electronic information is “accurate, accessible and trustworthy” 2
  10. 10. Who can access and edit documents Document management policies govern:
  11. 11. Who can access and edit documents  Determine which documents individual users can see and the actions they can perform  Control access by document parameters or grouping of people into teams  Encrypt documents in storage and when in transit over the network Document management systems help you: Document management policies govern:
  12. 12. How documents are organised Document management policies govern:
  13. 13. How documents are organised  Consistently capture documents into your chosen filing structure  Consistently capture document metadata to help with later search and retrieval Document management systems help you: Document management policies govern:
  14. 14. How quickly you can find the right document when needed Document management policies govern:
  15. 15. How quickly you can find the right document when needed  Retrieve documents through a variety of search methods  Apply context based search criteria and filters  Perform a single search across all your documents Document management systems help you: Document management policies govern:
  16. 16. Which changes need to be tracked over time Document management policies govern:
  17. 17. Which changes need to be tracked over time  Manage versions of controlled documents  Manage draft, review and approval workflows  Identify the current and roll-back to previous versions of a controlled document as required Document management systems help you: Document management policies govern:
  18. 18. Which changes need to be tracked over time  Manage versions of controlled documents  Manage draft, review and approval workflows  Identify the current and roll-back to previous versions of a controlled document as required Document management systems help you:
  19. 19. of knowledge workers suffer from versioning issues EVERY DAY 383%
  20. 20. How you can share documents & work with others Document management policies govern:
  21. 21. How you can share documents & work with others  Author collaboratively without making multiple copies of the document  Protect document integrity with check- in/check-out editing  Share documents outside the organisation without compromising security Document management systems help you: Document management policies govern:
  22. 22. Learn More Learn how to identify and prioritise your Document Management system requirements. Click here for the Document Management Buyer’s Guide
  23. 23. When you want to manage documents, not just share them Radix Software Pty Ltd Level 1, 12 Railway Terrace, Milton QLD 4064 AUSTRALIA PH: 1300 725 088 SOURCES: 1, 2 AIIM 2011 ECM Survey; 3 Harris Interactive, The Case for Better Document Collaboration www.fileplan.com

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