What is Document Management?
Basics for Document Management
& Imaging Systems
This is a basic introduction to the benefits and general concepts of document management and document imaging systems.
Document management is the conversion of paper documents into electronic images on your computer. Once they have been converted, these documents can be stored, retrieved and viewed effortlessly in seconds.
Thousands of organizations around the world use document management every day instead of paper filing systems. The reasons for this change are simple:
Document Management:
- Prevents lost records.
- Saves storage space.
- Manages records easily.
- Finds documents quickly.
- Makes images centrally available.
- Eliminates the need for file cabinets.
The steps necessary to introduce document management:
Documents are scanned into the system. The document management system stores them somewhere on a hard drive or optical disk. The documents then get indexed. When a person later wants to read a document, he or she uses the retrieval tools available in the document management system. Which documents can be read and what actions performed on these documents is dependent on the access provided by the document management system.
