What is document management? -- Document Management

Document management controls the lifecycle of documents in an organization-how they are created, viewed, published, and eliminated, and how they are removed or retained. Although management means strict information control, an effective document management system will affect the existing culture of the Organization. The document management tools you use should be flexible and allow you to firmly control the document lifecycle to meet your corporate culture and goals, but it also allows you to implement a loose structured system if it is more suitable for your enterprise.

A well-designed Document Management System facilitates easier query and sharing of information. It organizes content in a logical way and makes it easy to create and present standardized content throughout an enterprise. It facilitates the management of knowledge and minimizes information, and helps your organization meet its own legal needs. It specifies each stage of a document's lifecycle, from template creation to creation, viewing, publishing, review, and final destruction or archiving of the document.

Elements of the document management system: a detailed description of an effective document management solution:

1. What types of documents and other content can be created in an organization

2. What template is used for each type of document

3. What is the metadata provided to each type of document.

4. Where to store documents at each stage of the document Lifecycle

5. How to control access to a document at each stage of the document Lifecycle

6. How can I move documents within the Organization as a group member who is committed to document creation, viewing, submission, release, and destruction?

7. What policies are applied to documents so that actions related to documents are reviewed, documents are properly saved or destroyed, and important content of the Organization is protected.

8. How can documents be converted from one stage to another in their lifecycles?

9. What should I do as a corporate reporting document and which must be maintained to comply with legal requirements and corporate guidelines.

Moss2007 includes the features for managing all documents. To ensure that information workers use these capabilities without having to leave their daily operations and familiar tools, office2007 applications such as outlook and word also contain features supporting each stage of the document lifecycle.

Document management controls the lifecycle of documents in an organization-how they are created, viewed, published, and eliminated, and how they are removed or retained. Although management means strict information control, an effective document management system will affect the existing culture of the Organization. The document management tools you use should be flexible and allow you to firmly control the document lifecycle to meet your corporate culture and goals, but it also allows you to implement a loose structured system if it is more suitable for your enterprise.

A well-designed Document Management System facilitates easier query and sharing of information. It organizes content in a logical way and makes it easy to create and present standardized content throughout an enterprise. It facilitates the management of knowledge and minimizes information, and helps your organization meet its own legal needs. It specifies each stage of a document's lifecycle, from template creation to creation, viewing, publishing, review, and final destruction or archiving of the document.