Significance of Document Management System in Organizations

Today I have spent lot of time in my company searching for old documents which I have filed some months back. This has become a common phenomenon to look for old documents after storage. I know, this is not the case with me only and many could have faced this issue in their offices or home. I have discussed this with one of my best friends and he advised me about the need of a proper document management system. It is a collection or set of computer systems and programs which is used to store documents in order in a systematic way. In this system, the paper documents have to be scanned and can be indexed by departments, production order number etc.

Now days, document management have become an inevitable part for all the companies with the emergence of quality management systems like ISO9001:2008, AS9100 etc. Quality management systems insist for control of documents and minimum retention periods. Hence it has become a necessity for organizations, especially with ISO and AS certifications to properly manage the documents to sustain their certifications. There comes a need of this kind of system for organizations to make sure that documents are well maintained and easily retrievable. In earlier days, it was very difficult to manage the documents when there were no computers systems. The documents were stored in folders in a file cabinet, hence retrieval of documents was a very difficult task. But, with the introduction of computers, it has become easier to manage the control of documents. It stores documents in electronic folders of a system which enables easy access to the users.

This system has helped organizations to trace the required documents with ease, since multiple people can retrieve the same data from different location. The document management system helps the organizations during audits to present the documents to auditors within retrieval time. Also, chance of losing documents is very less since every documents are stored with security coding etc. With the storage of documents, destruction of the same after the retention period is equally important. When we hear destruction of documents, recall document destruction is the first name which is coming to our mind. Recall is a leading industry in this field which is well known for the document storage, protection and destruction. They do this job with perfection. Proper destruction of documents after retention period will increase the data space and reduces complication in retrieving other required documents.

Records Information management is the field of management which deals with the proper generation, storage, retrieval, use, maintenance and destruction of records including sequence of generating and maintaining evidence of various business transactions and activities in the form of records. Hence records are of very high value as far as an organization is considered. This has brought the necessity to store the records in systematic and meaningful way so that the same can be accessed and used for the daily business activities very easily.

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