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Document Management Overview
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What is document imaging and what benefits does it offer?
Document imaging refers to the conversion of paper documents into electronic
images on your computer. Document imaging has become immensely popular as it
offers many benefits to organizations like:
Prevents lost records
Saves storage space
Manages records easily
Finds documents quickly
Makes images centrally available
Eliminates need for file cabinets
Some of the key elements of a document management system are:
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Capture: This refers to capture of documents,
both paper and electronic based. Paper documents are scanned in and typically a
document management system offers various features like multipage creation etc
for this process. Electronic documents are imported into the system.
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Storage: Document Management Systems should
provide safe and reliable storage for documents. A good storage system will
accommodate changing documents, growing volumes and advancing technology.
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Indexing: Documents are indexed for easy
retrieval. Indexing can be full-text (wherein documents can be retrieved by any
word/phrase within them) or few fields or keywords which are manually
entered.
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Retrieval: This allows for retrieval of the
documents using the index information or the hierarchical classification. Also
convenient viewing of the retrieved documents should be provided.
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Access: The system should provide authorized
access to documents and maintain an audit trail.
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