Document Management: Best practices - Processes and Technology
Document management includes collecting, managing, editing, sharing, delivering and securing documents in both digital and paper formats typically supported by a document management system.
The term document management is typically associated with software implementation, as it often includes, but there is a major non-technical task associated with this implementation. It's crucial to get a good structure in your document management system, to get a good classification (tagging) of documents, to control security and confidentiality, and to get some good processes in place in the organization, so manufacturing, filing and retrieval works smoothly in everyday life.
Some documents are or will be records, but not all. Records are the files among these documents that contain information that is essential to the business - either for legal reasons or for business reasons. These must be identified in the organization and handled according to the regulations.
And these regulations ... Compliance is about having the right level of policies and practices. But when it comes to practical implementation, which ultimately makes the difference whether it will work or not, we'll see two important areas:
- clean up old data
- make sure users are satisfied
The policies and standards are just the tip of the iceberg.
Examples of what we can assist with:
- Development of requirements and roadmaps
- Advisory and inspiration reg. technology selection
- Best practices, rules and regulations
- Organisational implementation and maturity
- Implementation of document management system