Alison Lee

Alison Lee


Documents, Documents everywhere…….

Documents are the building blocks of any business. Documents play a central role in facilitating the proper functioning and overall success of any business.

There is absolutely no organization on the face of the earth that can make it through a day without viewing and sharing documents. That includes marketing brochures, project proposals, technical documents, HR guidelines, and training materials just to name a few.

Workplace documents are indispensable!

The problem is that the more we create and rely on documents for work, the more critical it becomes to have systems in place to manage the documents across your organization, especially where one is working remotely in a home office, compliments of COVID-19, or where one works in a number of sites or areas due to the need for mobility, i.e. a travelling salesman or a nurse – where documents are often stored in cars and/ or cardboard boxes.

This is where a document management system comes in.

A document management system is a framework that facilitates the easy flow of critical information across the organization.

A good document management system can help organize all of your files and data in one place, keep track of all of your critical documents, speed up your workflow, improve accuracy and provide around the clock access to documents from any part of the world.

Thus, choosing a robust document management system allows you to remain one step ahead of the competition and provide all the information your employees need to do their work efficiently. By bringing an organization’s information together, document management systems can enhance collaboration and communication between individuals and teams, wherever they are. When paired with process automation features, these document management systems may be referred to as enterprise content management systems or content services platforms.

This guide is intended to set out why there is a need to establish a document management system and how one goes about it, including:

  • the benefits, uses and advantages of document management system software;
  • the characteristics of a document management system;
  • the need for a document or record register and retention /archive and destruction schedule
  • manner of storage and destruction of documents
  • tips on the design, development and procurement of document management system software;
  • Document management policies, procedures and handbooks for personnel

We hope you will find this write up useful.

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