What is document management?

• You may currently already be using some kind of document management if you have scanned/digitized electronic documents on your computer.
• You many be keeping it in a windows explore folder system -  this is and example of document management.
• To make it more systematic and streamlined a professional document management system with workflow processes can help automate the entire process –

              Capture

              Organize

              Retrieve

              Distribute

              Manage

              Track

              Archive

How to store and manage documents?

• According to AIIM, “document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents.” Software companies, such as Dokmee, provide streamlined solutions to managing numerous amounts of digital documents. By investing in a DMS, you can uncover a wide arrange of benefits that paper files cannot supply. From ease of document access to workflow automation, your business will decrease operational costs while increasing productivity.

How do I choose a document management system?

The key elements to creating an effective electronic filing system are organization, accessibility, and security. When choosing a DMS, these are some features you should look out for:

1. Searching – being able to search for files quickly improves productivity within your business. There should be a wide variety of search options such as: quick searches, advanced searches and being able to search by different types of indexes.
2. Powerful security measures – investigate permission and security features. Most businesses need to keep confidential documents secure.
3. Ease of use – if the system is too difficult to understand and use, confused staff will disrupt day-to-day operations.
4. Customer support – can you access a support team by phone or email? What are their hours? Any limitations or extra costs?

How to file documents digitally?

Digital documents can be filed similarly to how you would file paper documents. Common filing methods include:

• Alphabetical order
• Numerical order
• Chronological order
• Subject/Category
• Document Type

You could mirror your current paper filing system to make it simple and easy.

The key is to design an organized system in order to reduce the amount of time it takes to file and search for a document.