Digital document management solutions are really crucial for any organization as it helps them to convert, keep and distribute a wide range of documents within a defined set of connections. By this, the work load for corporate managers is minimized owing to least dependency on paper. Actually, a considerable amount of time is saved that would have else been dedicated for paper files distribution, location and organization.
Systems for document management range in scope and size. There is in fact a long list of document management systems. Though document management is used independently, it is a common element in intranets. However, intranet in this context is not that effective. Some of the prime reasons are risks for errors, lack of swiftness, paper wastage, data derivation inability, duplicated effort etc.
DMS implementation- Key points to remember
Rules for efficiently managing data management systems have been same ever since they were developed. Even amid all these technological advancements, it is a fact that the practices that were considered best during 80’s still hold relevance.
If underlying points are kept in mind while implementing DMS, you would obtain more productivity and thus great results.
Capture wide assortment of files
An ideal DMS is the one which is capable of capturing different file types. Decision makers must ensure that the concerned system can recognize pictures from printing tools and scanned documents. In addition to the said, they should also verify whether the vendor is providing OCR capabilities which can identify texts in documents. There are vendors who offer mark recognition for capturing values in the check boxes. Data management solutions supporting fewer file types should be avoided. So, rely only on those document management companies who deliver up-to-date technologies.
Consider all probable legal issues
Managers normally don’t consider legalities related to documents captured by systems seriously. However, issues from this can pave way for a lot of future disputes including strict penalties. For staying safe from such costly mistakes, managers must review rules detailed by AIIM, ARMA and similar other organizations. It is not feasible for managers to review complete rulings and therefore such entities must avail legal assistance whenever needed. At the same time, managers must review rules in case of conflicting situations.
Spot and store metadata automatically
As and when a file is captured by DMS, it should spot and store metadata of the concerned document. Metadata, in fact is a heading which provides a small explanation about the file captured. By this employees can retrieve the required information with ease by searching based on keywords included in metadata. Most of the modern systems have OCR which detects metadata in scanned images automatically. In addition to the said, administrators can even prompt users to furnish descriptive keywords for allowing workers to search needed documents.
Policies should be implemented for trust building
Trust is very important when it comes to elevating the comfort and confidence level of the concerned, especially when it comes to the management of sensitive documents. With the increasing popularity of electronic documents, it has become mandatory for managers to acquaint workers with legal polices and ways to deal with critical data. By implementing such policies, trust is built automatically within an organization and allows employees to perfectly decide when to get help. In most of the cases managers create a disclaimer and make it to pop-up before a DMS is opened. It is obviously a good practice but the truth is that employees never read the policies. Doing so can be helpful in regard of legal proceedings but hardships will still be there. So, the better idea is to add few lines in simple English to assist employees in using right judgement and making right decision when confused. Expert companies offering best document management solutions always keep this in mind.
Storage capacity should be reviewed
A DMS can store huge volume of data and hence reviewing the storage capacity on a periodic basis is important. Managers should make decisions regarding what to store and what to archive. Also, some files have to be destroyed. Periodic reviews thus help companies to organize their database and the way a vendor execute review processes serve as a decisive factor in determining the quality of electronic document and records management solutions. With modern DMS, users can make a hierarchy by allocating priority parameters for all documents thus allowing them to categorize them easily.
Security and distribution is vital
As per law, DMS users must understand that strict laws regulate document distribution; original files must not be distributed. As an alternative, quality and validation endorsed applications must be used for circulating copies of original because only original documents can be accepted in court. Copies should be certified to assure their acceptable as alterative to the original. Additional security measures can be implemented by making content read-only; for that PDF can be used.
Necessary training must be provided
Most of the times, managers ignore imperativeness of providing adequate training to their workers for utilizing various automated functions that are rooted in a DMS. Even most reputed companies stay reluctant when it comes to training. This leads to a great platform with no one efficient to use it properly. Experts in the industry who are indulged in availing document management services opine that improper or inadequate training is the main reason leading to the failure of large scale DMS implementation.
Records linking to business procedures
The actual purpose of any document management is to rationalize business processes by making available access to the needed file, as and when required. Before a solution like the said is implemented, managers must be able to connect the record types to a specific business process. It will be very difficult for users to relate certain file to a particular task if such relationships are not defined.
If the above detailed document management tips are considered with needed reverence, efficiency can be ensured. A lot of companies are there who can assist you; rely on the right one and focus solely on your core business functionalities.