Integrated document management requires due document management training

23rd February 2011
By GraceInfo in Copyright & Trademark
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Documents form an inevitable part of the smooth functioning of an organization. The documents can be created in the electronic as well as paper based format. The electronic documents could be carrying the texts, or even the images, videos and even the sound files. The requirements document management, therefore, have to depend on the type of the file format as well as the relevance and the requirements of frequent retrievals of these documents.
Why shall there be requirements document management? What are the main feature so of the integrated document management? The needs for the same are many. These are organized and kept in a well indexed manner so that these can be retrieved, amended and updated easily. Then, these are stored in the most secure of locations or facilities and in the most secure way. Ensuring their security is the primary feature of the integrated document management which makes use of the different storage media for the same. With multi-media storage options, the chances of losing the documents or the data are reduced considerably. Though security is important, it is equally important that these documents are retrieved easily and by the pre-designated people. At no stage shall the want of the appropriate documents affect the smooth functioning of the organization.

The organizations which are in the public dealing and hold sensitive data are required to comply with the legal requirement of the document management so that whenever there is any problem, it can safeguard its own position by proving that all the reasonable care and diligence was used to make the most suitable system of document storage.
What does the integrated document management approach entail? It does entail making use of the different storage media like the web-based document storage, microfilms, optical media, even the paper based document storage and a number of other forms for storing the data or the documents. It seeks to ensure that the storage of different documents is done on different media depending on the respective properties of life of storage, ease of retrieval as well as importance of the documents. The integrated approach ensures that the management of documents is done efficiently and in a well planned way. The more important documents can be stored on more than one media whereas the others can be stored for sometime. Even the destruction of the documents as per the prescribed policy guidelines and legal provisions is also covered as a part of the management process.

To manage the documents of the organization, right from their creation through their indexing, organization, storage and re-distribution, there are many software and instruments or machines which can be used. Computer based software for the web document storage management requires a document management server. Since it is quite a complex task, there are specialists who under the document management training by being doing the specialised courses for the same.
The document management training can give a person a practical insight into what all methods exist for integrated document management and how shall each of these be used?
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