Chicago Document Management | Concurrency, Inc.

Document management is the use of a computer system and software to store, manage and track electronic documents and images from paper based information that has been captured from a document scanner. Ultimately document management was developed in an effort to reduce paperwork and the ability to control the life cycle of documents within an organization. Document management also allows users to go into a specific form to modify and manage the paperwork whenever an update is needed. Some of the key document features include:

• Version Control
• Roll Back
• Audit Trail
• Check In/Check Out and Locking
• Annotation and Stamps
• Summarization

Although an entire paperless organization is unattainable, document management has begun to develop newer models that integrate both paper and electronic management that addresses specific necessities of a business since each company has very diverse needs.

What is Document Capture?

In a document management program there are two different ways to capture the document within the management software:

• Scanning Documents
• Importing Documents

In order to scan a document the hard, paper copy must be present. This process requires a document scanner; scanners come in both black and white or in color. A scanner can pick up just about anything on a page including photos for items such as a home mortgage. Document capture also takes into account electronic documents from outside resources. There are two ways to work with important documents from electronic sources. First, sources can be imported into the document management software or second, outside programs, such as accounting systems, can be linked together for a quick reference. Both of these options make is easy for businesses to link all necessary items together.

What is Document Indexing?

Document indexing is the process of taking those scanned or electronically imported items and giving them the correct name or description. By tagging items with various “search” terms it makes it easier for different employees throughout a company to find whatever item they might be searching for. Items can be indexed using one, a few or all of the following:

• Account Number
• Name
• Date
• Department
• Invoice Number
• Vendor Name
• Purchase Number, and so on

Unlike file folders, each article can be indexed under multiple pieces of information, thus making it easier for everyone within a business capable of finding that source. Every organization is different so it is important to set up a system and stick with it so employees don’t get confused and paperwork doesn’t get mixed up. This part of document management is the key point for success within an organization.

How does Document Management work?

Say your company decides to order a few office supplies from a department store online. When you first order those supplies, following the payment procedure, you will receive a screen with your receipt. That account payable is extremely important to ensure you receive all the correct products that were ordered. In order to keep that form in a safe and reliable location it is essential to record that receipt onto the document management software. This electronic receipt can be imported into the system and indexed in under clear specifications so that you can find this receipt easily later on. When your company receives the office supplies from a shipping company a paper copy of the delivery receipt is then handed over to your company. Instead of having these paper copies lying all over you are able to scan this document into the management software and index the copy with the first receipt you received online. This is a great way to keep all of your receipts in one location under a specific date and name so that you can easily find it in the future. Also it’s an easy way to reduce the amount of paperwork found in your company’s building, thus making your business much more organized and efficient.