Document & Records Management System

Document management is key to keeping any business organized.

There are different ways to manage documents and records, but every office should have some kind of records management system. These systems help keep documents organized and make businesses run more efficiently.

Types

There are two main types of records management systems: electronic and manual. Often, offices use both kinds of record-keeping simultaneously. Document management systems can also be either centralized, meaning all the records are kept in one place, or decentralized, meaning that files are stored in several places depending on who needs access to them.

Features

A document management system will feature a classification system used to identify types of files or documents stored in the system. Depending on the type of system, these categories could be numerical (such as the Dewey Decimal system), alphabetical, or grouped in some other way that works for the organization, such as by region. Other features of a records management system are the physical equipment used to store the documents, such as filing cabinets, file hangers and file folders.

Benefits

Well-organized document management systems make offices more efficient by reducing time spent searching for files and records. Electronic systems help businesses by cutting down on paper use and storage space. Manual systems are reliable if well-maintained and they ensure that businesses can find all of their essential records if they are audited or sued.

References

• University of Washington: Developing or Improving a Filing System