Document Management System Guidelines
Document management systems allow organizations to logically and efficiently organize documents, both physical and digital. As a result, an effective system must accommodate all different types of documents.
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Assets
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Define what assets your organization has and how they are used. This helps to ensure that the document management system selected will meet your needs.
Formats
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Ensure that document formats, both physical and digital, are supported by any document management system you are looking to implement.
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Conversion
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When converting files, keep future technology in mind as to allow for document accessibility down the road. Convert document formats if necessary. For example, your document management system may require all digital records be stored as PDF (portable document format) files.
Access
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Create a process that makes it easy to access documents being managed. A popular interface for systems is using the web to access document information.
Processes and Procedures
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Plan not only for implementation of a document management system, but how new documents are input and maintained. A document management system remains useful only if it has documents added as needed.
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References
Resources
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