Document Management

Document Management is the process of managing documents and records often in multiple formats including both paper and electronic.

Document management and its related topics are becoming increasingly important in reducing business costs and improving efficiency. Today, document management systems include many different technologies such as OCR, COLD, ERM, STP, BPA, and API. This page lists some of the common acronyms and phrases associated with document management and explains what they mean.

Some Document Management Acronyms

Document Management

Document Management includes the capture and management of all documents within an organisation. Historically, document management used to refer just to the management of documents after they were scanned into a computer system. Today, document management more usually refers to the complete process of document imaging (or document scanning), OCR, workflow, document storage, document indexing and document retrieval.

An Electronic Document Management System

An Electronic Document Management System (EDMS) is a computer based system for managing both electronic and non-electronic documents (such as paper documents, microfilms or microfiche). An electronic document management system (EDMS) includes a method of checking documents into the system, document version control, and the ability to search for documents within the system..

Document Management System

A document management system is usually regarded as software that stores, indexes and retrieves electronic documents. It often includes version control and workflow allowing documents to be routed to appropriate users.

Document imaging or document scanning

Document imaging refers to the online storage, indexing, management and retrieval of documents. The most common form of document imaging is scanning of paper documents. Today, many document imaging systems include other aspects of document management such as workflow and OCR.

Document Processing

Document processing is another term that is used to include both document imaging and workflow. It includes indexing and search facilities, together with the ability to route documents around the organisation.

Straight through processing

This is the ideal situation when implementing a workflow or business process automation system as it means that no human attention is required and the flow of documents and information goes 'straight through'

Business Process Automation

This refers to the IT automation of any currently manual business process.

Distributed Capture

This relates to the scanning and digital capture of document images and metadata at each point site of creation. The major benefits in doing this are reduced postage/courier costs, reduced processing times, better traceability and the ability to use IT systems to automate workflow (BPA) at the earliest possible stage.

Mailroom Automation

The mailroom now in its widest sense refers to the automated and centralised capture and management of ALL information entering a company. This includes paper mail, emails and electronic document content.

Workflow

Today workflow usually refers to the automatic routing of documents around an organisation to the person responsible for working on the document. Workflow software usually deals with the linear step by step process required in the life cycle of a document. This is different to groupware or workgroup software.

Optical Character Recognition (OCR)

Optical Character Recognition or OCR software is used to convert paper based documents, microfilm or microfiche into ASCII text or a word processor document. OCR systems can recognise many different types of fonts, and advanced OCR systems can also recognise hand writing. OCR is most commonly used with document scanning. When text documents are scanned, they are stored as images and then OCR software converts these images into actual text. One advantage of using OCR is the smaller storage size. DCS provide a full document scanning and OCR conversion service.

PDF conversion

PDF (Portable Document Format) files are an electronic file format from Adobe that has become a recognised standard for publishing brochures and information sheets.

COLD (Computer Output to LaserDisc)

COLD (Computer Output to LaserDisc) refers to archiving large quantities of transactions on optical disks. These are used in preference to other forms of storage because they can be accessed directly.

Document Management software API

A document management software API (Application Programming Interface) is a module that is used to communicate either with an operating system or with some other program. Document Management API' s allow the document management system to be implemented directly within your system.

Document Management Software ERM

A Document Management Enterprise Report Manager (ERM) automatically captures, indexes and imports the output from your transaction system, without ever producing hard copy, thus saving costs.

Document Management Software - Web Server (web based document management system)

Historically a web server is a computer that provides webpages via the HTTP protocol to browsers. Within document management, the term 'web server' is used when documents are accessed across the Internet via browsers. This is sometimes also know as a web based document management system.

Other Business Outsourcing related pages

Business Outsourcing

Business Outsourcing can help reduce the costs of running many aspects of your business.

Document Management

Good document and inforamtion management is vital for business. It will reduce costs associated with paper storage and make sharing information between people and offices easier.

Document Management FAQs

A selection of Document Management FAQs provided by a UK document management company.

Document Imaging

Document imaging and scanning is the simple solution to disseminating information. Transferring images into electronic format saves valuable time normally spent searching through archives or requesting files stored offsite. Companies who utilise document imaging and scanning services become more efficient and responsive to customers by accessing relevant information rapidly, and responding to queries more quickly.

Document Imaging Management

Maximizing the value of information locked in an organisation’s documents requires placing information at the fingertips of decision-makers working in remote offices. Good Document Imaging Management gives your people instant access to information at all times of the day and night, allowing your staff to work at peak levels of productivity.

Document management Policy

A Document management Policy establishes documents as important organisational assets with procedures for their classification, structure, s ecurity, management and monitoring

Document management Software

There is a good choice of document management software companies supplying document management software and document scanning software for all your business requirements. Document management software and products include solutions for document scanning and capture, automated document import, forms capture, storage and archival, workflow automation and records management.

Document management software services

Document management software services

Document management solutions

The discipline of good document management is vital for business. Good Document management solutions will reduce costs associated with paper storage and photocopying, make sharing information between people, offices and continents easy

Document management solutions can also prevent the disruption of day-to-day business caused by natural disasters such as fire and flood and human misfiling.

Document management systems

Document Management Systems can be divided into two basic categories: Document management systems which run as separate document management applications alongside the document processing programs (non-integrated DMS) and those in which document management functionality is integrated into the operating system.

Document Scanning

Secure, space-saving, time-saving, high speed, high quality Document Scanning is the simple cost effective way to store your documents.

Document Scanning Systems

Document Scanning Systems handle bulk scanning of documents, scanning of drawings & photographs, microfilm scanning, microfiche scanning and the scanning of books and delicate originals.

Electronic Document Management

This page explains the need for the effective management of electronic documents as a strategic corporate resource and how electronic document management can help acheive this.

Web Document Management

Web Document Management includes designing and implementing a cost-effective online document based system to maintain vital records at web hosting sites utilising online based document management.