At first glance, one might think that the tasks assigned to archivists are not complicated. However, their work requires a certain level of know-how as the company constantly searches for performance. Document management is one of the key points of a company’s internal and external communication. Therefore, it is necessary to set up a reliable document management system (DMS) to guarantee the proper flow of information within the company. Zoom on the subject.
What is document management?
Implementing an effective document management policy involves innovation in the way of working that is both viable and easily applicable. It is the whole of the techniques which make it possible to ensure the conservation, the filing, the treatment, and the circulation of the documents and information within a company. The development of this process also ensures the permanent availability of these documents for consultation and collaborative processing by the staff.
What should be considered when implementing document management?
In order to ensure the optimization of document management, it is necessary to take into account certain points. These are:
- The establishment of an inventory of all document locations
- The standardization of the structure and naming of documents (by category) to facilitate research
- Collecting records that still need to be retained and those that need to be discarded (old or obsolete files)
- Authorization for people who can access specific documents. This will depend on the rights assigned to each employee concerned.
- The determination of the various areas that must communicate with the document management system.
How can document management be carried out?
The department in charge of document management plays an essential role in the life of a company. It has several functions, namely.
Scanning and identification of documents
In digitalization, keeping physical (paper) versions of documents are no longer in fashion. The company must scan them in order to convert them into digitized versions. Then, it is necessary to identify them correctly according to various criteria such as the type of document, the title, the date of creation, the meta tags…
Document sharing
Hundreds or even thousands of documents can be processed in the document management system. Thanks to a centralized location, each collaborator can freely share files with his colleagues. No more emails that clutter up the inbox.
Organization and optimization of workflows
Through the automation of routes, it becomes easier to communicate important documents to all departments in the company. This automation includes, for example, the distribution of digital mail or the implementation of orders that optimize the collective processing of documents.
Recording and archiving of documents
The document management system allows for the secure storage of relevant company documents. The archivist guarantees the integrity, authenticity, and availability of these documents.
What benefits can the company gain from document management?
Good document management brings considerable added value to the company. In fact, it offers many advantages that allow the company to optimize its operations.
Improved collaboration
Since documents can be centralized in a single location, all employees concerned can access the documents. They can share and process them simultaneously. The document management process also includes versioning, which allows any collaborator to check who has participated in the modification of a particular document. They can easily go back to find the old version.
Furthermore, in the DMS, all collaborators can share documents while respecting pre-established authorization rules. This means that the archivist has full authority to restrict access to certain sensitive documents to preserve their confidentiality.
Secure scanning and archiving of documents
The physical storage of documents generates high costs for the company: printing costs, rental of storage space, cost of destruction of obsolete papers, etc. With DMS, the company can do without these exorbitant expenses by resorting to digital archiving (cloud storage, emails, scans…). It also reduces the risk of loss or damage.
Optimizing document flows
With the increasing number of documents a company must manage, it is forced to organize information flow efficiently. With DMS, documents can easily and securely flow between the right departments in the company by being integrated into an automated workflow.
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