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Document Management

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open file drawer showing colored files

The Paperless Office is Still a Dream for Some Businesses

Image (c) Mark Scott / Getty Images

Definition:

Document management is the process of handling documents in such a way that information can be created, shared, organized and stored efficiently and appropriately.

For many businesses, the focus of document management is on the organization and storage of documents. They want to be able to store documents in an organized and secure way that still allows documents to be found easily.

There is a move within large organizations to use document management software to help them do this. This may or may not involve using a document imaging system. While document management software is designed to make handling electronic files more efficient, it doesn’t let you convert paper files into electronic files like document imaging systems do.

The trend towards a paperless office is more realistic for some businesses than for others. Most businesses still operate in a “mixed” environment of paper and electronic data, so their document management system has to expedite the handling of paper documents as well.

It’s entirely possible for a business to create and use a document management plan that does not involve using either document management software or a document imaging system and such a plan may be the most appropriate choice for small businesses. For more information on creating such a document management plan, see 3 Steps to Creating a Document Management System and 10 File Management Tips.

 

Common Misspellings: Documint management, document management, documeant management.

Examples: Good file management plays an important role in document management.

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