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Document Management Software

More Resources on Document Management Software

The following resources provide an overview of the Document Management Systems in general. If you are looking for the FileHold product documentation, best practices and how to resources on how best to use FileHold software visit our Document Management Support Resources site.

 

1. An Introduction to Document Management Software

Document Management Software provides a foundation for the computerized management of electronic as well as paper-based documents. Management activities around documents may include the capture, collaboration, creation, editing, control and distribution of scanned and electronic documents. Document management systems are becoming more important as it becomes increasingly obvious that the paperless office is an ideal that may never be achieved. Instead, the goal is to create a system that can handle paper and electronic documents together. The major pillars that support a company's document management software strategy are as follows:

• Document Capture - There are two ways in which documents are added to the system. Typically paper based documents can be quickly scanned and imported into the system in an inexpensive and easy manner. Users working with files that are already in electronic format will also add documents directly. The volume of documents captured depends on the working environment and can range from a handful of documents to thousands per day in high capture environments.
  
  
• Document Repository - The electronic document management system provides long-term, secure and reliable storage for documents. The software must accommodate changes to: documents as they proceed through their lifecycle; growing volumes of documents; and the ability to carefully limit access of documents to specific users or groups.
  
  
• Document Lifecycle Management - While stored in the document repository this includes managing the captured files as they go through their lifecycle. This is a particularly key component to any paperless office software system. Multiple revisions of a document must be tracked with users needing the ability to rollback to previous versions as required. Check in and check out facilities are needed to ensure consistency of documents and prevent overwrites from occurring.
  
  
• Document Indexing - The library indexing system should create an environment in which a Library Administrator - responsible for organizing documents on behalf of the company - can quickly specify where documents are stored and can control the vocabulary used when categorizing the documents for later retrieval. The use of controlled vocabularies and managed thesauri - which are typically specific to the company that is using them - are essential for ensuring that files can be efficiently retrieved in the future.
  
  
• Document Search - The document search system should allow users to easily find the right documents by searching using indexing values based on a centrally controlled vocabulary of terms or free text searching against an index that has been created based on the text contained within the document. Searching via either means should make finding documents very easy and accurate with a limited number of zero or too many returns.
  
  
• Document Access Control - A good document management system will allow for the tight access control for different types of documents stored, and the locations in the document repository in which users and groups can access. To prevent documents from being accessed by outsiders they should be encrypted to ensure all access occurs via the paperless office software interface.
  
  
• Document Management Workflow - Electronic document management software typically includes a workflow model for certifying and electronically signing documents. Document workflow's are usually created on an ad-hoc or with a template driven process. Workflow solutions can be implemented with autonomous clients which users mostly work with or as a background service that controls the information and document flow, without requiring a front end client.
  

2. Document Management FAQ

The following Document Management FAQ is intended as a resource for the general public and contains answers to questions we are frequently asked. Use the following link to go to the Document Management FAQ

3. Document Management Glossary of Terms

Are you confused by all of the different terms that are used when describing the above tools & technologies?  The Document Management Glossary will help you wade through the industry jargon.

4. Document Tagging, Classification & Filing Best Practices

Document Management Software provides a framework for which users can store and classify documents. The centralized management of a controlled document tagging vocabulary and structured filing environment are required to ensure that documents can be quickly retrieved at a later date. Once defined, end users are limited to adding content in a structured way that facilitates fast retrieval and is in-line with the best practice of the organization. The following topics are covered in this series of best practices.

1. Creating a document filing environment
2. Defining a document tagging vocabulary
3. Adding & tagging documents
4. Document search & retrieval tactics
5. Document management security & authorization

Here are some existing Document Management Software Resources for our legacy products no longer supported by FileHold.