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Document management is the conversion of paper documents into electronic images on your computer. Once on your desktop, these documents can be retrieved effortlessly in seconds.

Thousands of organizations around the world use document management every day instead of paper filing systems. The reasons for this change are simple:
 

Document Management:
• Prevents lost records.
• Saves storage space.
• Manages records easily.
• Finds documents quickly.
• Makes images centrally available.
• Eliminates the need for file cabinets.

 

The steps necessary to introduce document management:


Documents are scanned into the system. The document management system stores them somewhere on a hard drive or optical disk. The documents then get indexed. When a person later wants to read a document, he or she uses the retrieval tools available in the document management system. Which documents can be read and what actions performed on these documents is dependent on the access provided by the document management system. 

 

A complete document management system comprises five elements:
• Scanning
Major advancements in scanning technology make paper document conversion fast, inexpensive and easy. A good scanner will make putting paper files into your computer easy. 
• Storage
The storage system provides long-term and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology. 
• Indexing
The index system creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective. 
• Retrieval
The retrieval system uses information about the documents, including index and text, to find images stored in the system. A good retrieval system will make finding the right documents fast and easy. 
•

Access
Document viewing should be readily available to those who need it, with the flexibility to control access to system. A good access system will make documents viewable to authorized personnel, whether in the office, at different locations, or over the Internet.

Laserfiche document management platforms deliver high-volume information capture, retrieval and distribution organization wide. Laserfiche reduces misfiling, document retrieval time and costly photocopying and paper distribution – all processes that impede information access. Laserfiche is a flexible platform that adapts to meet diverse multi-departmental needs and allows users to maintain established, preferred procedures.

Contact Matt Hill at matth@cos.uk.com or Nick Rhodes nickr@cos.uk.com

Churchill Office Solutions Ltd  381-385 Tyburn Road, Erdington, Birmingham B24 8HJ

Telephone:  0121 328 7272    Fax: 0121 328 7979

Churchill Office Solutions Ltd 2007 Company Registration 3098897