For any business to run smoothly and successfully, record keeping is mandatory. What sets most businesses apart is the quality of record keeping. Keeping records is important for future referencing as well as for the profit analysis process among other reasons.
Traditionally, the only available method of record keeping was using papers and a paper filing system. However, with the continuous advancement in terms of technology, better methods have come up. Currently, most organizations, especially those that are big in terms of operation use the electronic filing system. This system has not only proven to be easy and efficient but also makes it easy to access the records even after a long time as opposed to the traditional methods. The system also guarantees that the records do not get lost and are kept in the right order at any time.
Maintaining such a digital organization requires a Document Management system. By definition, DMS is basically a scheme that is used to keep track of, manage and store documents in a digital way. An efficient DMS comprises of the following;
- Storage; this involves the location that the documents will be stored, the amount of time they are to be stored on that location and the option of their destruction or relocation as well as maintenance.
- Indexing; this is a system that keeps track of the documents. Each document has a unique identifying feature that allows it to be tracked and located.
- Metadata; this part of the system keeps a record of the date the data was stored, time and the identity of the user who stored the data.
- Capture; this one applies for documents that are in the form of images or documents that require scanning. It also allows the conversion of digital images into readable texts.
- Distribution; a DMS can be used to create an electronic link to an original document that can be distributed in place of the original document which stays put.
- Security; security is vital for data storage.
- Retrieval; retrieval can be done by specifying the feature that sets the required data apart from the rest like the file name and date.
- Validation; this one comprises rules that make it possible to check for failures in the documents. Such failures include missing signatures and misspelled names, as well as wrong time stamps.
There are also the components of dissemination, incorporation, workflow, collaboration searching and versioning as well as hard copy reproduction that are all part of the Document Management Software system.
As easy and effective as digital filling systems may appear to be, they take a lot of work. Organizing the data, ensuring that the records are kept in the right location and maintaining the data takes work and expertise. Many institutions have unique ways of keeping their records all on a digital platform. The filling methods differ in terms of software and technique. For this reason, each has its own Document Management Software that is different but related in some way in terms of technology.