Simple,strategies,for,document business, insurance Simple strategies for document management system
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Before going to the depths of understanding the simple strategies ofdocument management system, it is very important to determine whatactually document management system is and what it is helpful for.Adocument management system is also known as DMS. DMS is a set ofcomputer programs or system used to track and store electronicdocuments and retrieval of the documents if needed. It is also capableof keeping track of the different versions modified by different usersknown as history tracking. It is sometimes viewed as a component ofenterprise content management systems and related to digital assetmanagement, document imaging, and workflow systems. One of the biggestbenefits of a DMS is that, it improves workflow and simplifies documentcreation and sharingDocuments can come in paper as well aselectronic form. A purchase order receipt from a vendor may come inform of a hard copy but the purchase order sent to the vendor may havebeen by email. These two documents need to be kept together for futurereference and studies. A document management system can be used togather and organize all of these documents into electronic documents.The hard copy document can be scanned into the document managementsystem while the electronic records could be either stored in thesystem or diverted to another system.The documents can be indexed by the concerned department, vendor by purchase order number or by other number. Document management systemstores documents in electronic folders that can be indexed by multiplepieces of information. This gives users the ability and convenience tosearch and retrieve documents based upon different criteria.Witha document management system, the documents can be urgently retrievedfor the person looking for information saving time and cost.It is important to know the right Basics of a Document Management System. The basics involved are· creating a document management plan,· implementing the document management plan,· Follow throughThereare basically 10 components in a document management system, some ofthem listed above. They are: Meta data, integration, capture, indexing,storage, retrieval, distribution, workflow, collaboration, version,searching, publishing and reproduction.Now let us see some of the strategies in brief.1. ComplianceSomecompanies debate on how long, how and where documents should be stored.It is very important to determine if your business partners likesuppliers and vendors are compliant with you and what the laws arerelated to that.Formalized Document RetentionA documentmanagement system has documents in multiple formats in structured andunstructured format. A retention strategy should give directions onwhat is to be saved, where it to be saved is and for how long. Whenthere is any need for documents, the documents which are documentedmust be provided easily. Records of access of documents must be kept asan audit method and any deletion of documents must be in right way. Themethod of archiving should be reviewed periodically and tested toensure backups are there.2. Using an existing format by theme folders and colorsItis very important to have a suitable format to save time and cost forthe document management system instead of writing same headings orschedules or time tables.3. Keeping a small table format at all time.It is good to have a roundabout year plan in advance to know what is wanted, why it is wanted and where it can be taken from.4. Weekly or fortnightly sheet for documents in use at work.5. Estimation of the Audit scheduled date of the documents6. Notes on who access the documents, when and why.7. Notes and review/preview of the new document management system suggested or plan that is to come and its advantages.Bristolis a city, in South West England which has good firms and companieswhich provide professional and expert help in document managementsystem. They also give expert guidance and suggestions for the documentmanagement. Some of them are Saratoga Technologies, AMA BusinessSystems Ltd, CFS, Axis Document Solutions, Total File & Archive,National Will Safe and Click 2 scan
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