Information is every organisation’s most valuable asset and managing this rental home management is essential. The amount of data and information within an organisation is growing dramatically. Efficient management of information can result in better customer service, improved internal communication, better decision making and enhanced productivity.
Information management systems provide the foundations to turn corporate data into intelligent, shared information by providing a central information source accessible to all. These systems have changed over time and evolved to meet various business requirements, such as remote working.
Document Management Definition: “Document Management is the process of managing documents through their lifecycle. From inception through creation, review, storage and dissemination all the way to their destruction” (Document Management Avenue).
Document management systems started to appear in the mid 1980’s. The original aim was to develop a system to enable the paperless office. Scanning all paper documents and retrieving them electronically was about as complex as it got. These early file and find systems were simply electronic filing cabinets.
The document management market has been revolutionised over the past 10 years by technological advances. Now document management systems capture almost any type of document not just paper but electronic documents, HTML, e-mails, EDI, XML, etc. They still allow you to store, search and retrieve documents, but the retrieval is now instant from anywhere and the search options much wider.
Another major enhancement to document management was the introduction of workflow. Workflow is defined as “an IT technology which uses electronic systems to manage and monitor business processes. It allows the flow of work between individuals and/or departments to be defined and tracked” (Document Management Avenue). It has become an integral part of many document management solutions and meant that it was possible to progress from simple file and find systems to a solution that could ‘manage’ documents; tracking the process of distributing documents, and monitoring and controlling work. The Internet is transforming the way that workflow is used and has led to a new term: eProcess. Research group Ovum defines eProcess as “workflow for the e-business. e-Process extends the concept of process automation to include a company’s partners, suppliers and customers”. Instead of monitoring organisation-wide processes, eProcess is extended to include any external organisations. For document management this means it is possible to effectively integrate documents with their partners, suppliers and customers. This increases collaboration between organisations and improves the efficiency of the supply chain.