The Five Processes of Document Management
Document Management enables organisations to manage
their documents in an electronic format.
What does Document Managementinvolve?
Document Management (DM or EDMS) is a means of
electronically managing information which has in
the past typically been
distributed on paper. Other terms such as document image
processing (DIP) and Electronic Filing Systems are also commonly
used. A 'Document' may be a scanned image or an electronic document (such as a
Microsoft Word or Excel document).
Scanning, Indexing, Storing, Retrieval and Archiving
Scanning capturing a paper document and converting it into a digitised electronic document (or 'image'). The TIF format is the industry standard for images, PDF can also be used. Documents originating in an electronic format don't , of course, need to be scanned.
Indexing attaching searchable index information to the electronic document or the processing of data held within the electronic document. This may be done manually (by typing in the data), or automatically by using Optical Character recognition (OCR) or Barcode recognition.
Storing allocating space on an electronically readable media for the electronic document. This is typically on disk drives, either magnetic or optical.
Retrieval the recovery of the electronic document or data for viewing or printing. This includes searching the indexed data and displaying the (imaged) results.
Archiving the long-term storage of electronic document for possible future referral.
Document Filing and Retrieval
Replacing traditional document management methods such as filing cabinets.
Using document imaging, automatic routing and sequencing to perform multi-stage transaction type processing.
Processing information held on printed forms, including hand written information.
Converting the scanned image of the document into digital text and graphics that can be edited. Optical Character Recognition (OCR) eliminates the need to re-type documents and expands the search and retrieval parameters for documents.
Document transfer and communication
Scanning documents to facilitate movement from one location to another.
Alliance Imager transforms paper documents and faxes into electronic documents that can be viewed, edited and distributed within a PC environment and provides document management of scanned and electronically generated documents (such as Word or Excel) in a searchable database.
Alliance Imager indexes your scanned paperwork comprehensively and brings savings in storage space and costs. Instead of searching for that stray document, Alliance Imager enables you to retrieve it on your PC and then view, edit and annotate it!
See the Code of Practice for Legal Admissibility of information stored on Electronic Document Management Systems
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