Types of Document Management



Types of Document Management

In this age of enormous and relatively cheap computer storage space has made many organizing examine the types of Document management available to help manage and track the ever growing number of files which is becoming more difficult than ever before.

From the many types of Document Management available choosing an appropriate document management system (DMS) is an intimidating task and should be very carefully considered.

The amount of time you and / or your organisation spent managing documents outside of a document management system should be thoroughly investigated to establish if there is a convincing argument for using such a system. You may be surprised at the findings.

Different aspects of document management.

Document Storage – Your organisation may not be ready for electronic document storage or your business may be relatively small and can’t justify the expense of an electronic system in which case you may possibly want to consider boxed storage as you Document Management solution.

As your business expands, the accompanying paperwork inevitably increases and you may well find that you are running out of in-house storage space (boxes and filing cabinets can occupy vast areas, in some cases taking up entire floors in large organisation).

This is where a well researched document management solutions can help. You can pay a specialist company to have your important documents securely archived and stored (obviously, there would be a charge for this service). This should allow you to free up office space without having to discard any important documents.

Many organisation hesitate in put their documents in to secure storage, they worry that they won’t be able to quickly and easily access their documents on demand, but a lot of these document storage companies offer access to documents within one working day.

Web Archiving - If you are a small business and have limited server resources but would still like your electronic documents made available over a extensive area you may well benefit from web archiving. Staff have access these via the use of a password.

Document Scanning - Document management companies offering this service professionally scan documents in to a number of electronic file formats for easy retrieval.

When you investigate the alternatives available for document management there are clearly options to suit all business types regardless whether you’re a large multi-national or small one man business there are storage solutions readily available to suit your individual needs. Potentially allowing you to free up some valuable office space, whilst, at the same time ensuring your all important documents are safe and secure.

There are additional types of document management systems which Wikipedia describes in the following ways:

Integrated Document Management (IDM) is a term used to describe the technologies, tools, and methods used to capture, manage, store, preserve, deliver and dispose of 'documents' across an enterprise.

In this context 'Documents' can be used to describe a myriad of information assets including images, office documents, graphics and drawings as well as the new electronic objects such as Web pages, email, instant messages and video.

Product Data Management (PDM) Software is a tool to track and control data related to a particular product. The data tracked usually involves the technical specifications of the product, specifications for manufacture and development, and the types of materials that will be required to produce the good.

The use of product data management allows a company to track the various costs associated with the creation and launch of a product. Product data management is part of product life cycle management, and is primarily used by engineers.

Revision control (also known as version control, source control or (source) code management (SCM)) is the management of changes to documents, programs, and other information stored as computer files.

It is most commonly used in software development, where a team of people may be changing the same files.

Changes are usually identified by a number or letter code, termed the "revision number", "revision level", or simply "revision". For example, an initial set of files is "revision 1". When the first change is made, the resulting set is "revision 2", and so on.

Each revision is associated with a timestamp and the person making the change. Revisions can be compared, restored, and with some types of files, merged.


Document Management Systems
Document Security