Document Management Definition

If you are a business owner who is looking for an easy and an electronic mode of storage of your paper records, it is time that you get acquainted with the term "Document Management". Document Management facilitates faster storage, easier indexing and smoother and faster retrieval of electronic documents. The first step for a person to know more about Document Management is to gain knowledge of various concepts/elements used in Document Management.

Here are some Document Management-related terms explained for you…

Document Management is a component of Enterprise Content Management Systems and quite a few concepts of Document Management Overlap with the Enterprise Content Management Systems.

  • Digital Asset Management - This includes the storage and retrieval end to end process of digital photographs, animations and music files. The process steps in Digital Asset Management include almost the same steps as in Document Management but with a digital connotation. Downloading the audio file (for example), renaming, backup, archiving, optimization and thinning of the file are some techniques which make up the protocol for Digital Asset Management popularly known as DAM.

  • Document Imaging - Systems which replicate documents in an electronic form are known as Document Imaging systems. These popularly belong to the Enterprise Content Management group of technologies and were originally built to manage the volume of electronic documents. Document Imaging technologies extend its scope from word files and spreadsheets to customized image files making it an all-round tool for image scanning of paper records.

  • Workflow Systems - A closed process in an organization of resources with defined roles and responsibilities, workflow is defined as the information flow or flow of activities from one stage or person to the other. Systems enabling businesses to perform the function of workflow are known as Workflow Systems. These workflow systems enable business owners or business managers to identify processes critical to the information flow and also perform the Enterprise Planning and scheduling functions.

  • Records Management System - Analogous to the Document Management System, records management systems allow users to identify, classify, archive , preserve and destroy records. Monitored by basic principles of records management laid down by IS 15489:2001, records management systems allow businesses to manage their electronic records effectively.

There are many other terms specific to the Document Management technique which you would need to get acquainted with to complete the learning of Document Management Definition. The main idea of Document Management Definition is to give the readers a basic overview of Document Management and the various terms related to it.

One could get more knowledge of Document Management by visiting any website related to Document Management on the internet or by reading of a book on Document Management.