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| Posted: Aug.16.2010 @ 9:52 pm |
Understanding Document Management
The term "document management" and "paperless office" is the subject of numerous articles and books. Everyone wants to achieve this lofty objective but not everybody knows what the terms truly mean.
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Once you start investigating the various software solutions that are obtainable you are likely to encounter certain document management abbreviations, acronyms, and general terms that you might not be familiar with. Here is a "cheat sheet" which will help you to understand the material that you'll come across and also the conversations that you'll be getting with document management solution providers.
Electronic Document Capture (EDC)
This is the generic term that refers to the whole procedure of converting paper documents into their electronic equivalents. It includes concepts like scanning, text recognition, image conversion and indexing for later retrieval.
Optical Character Recognition (OCR)
OCR is a process that recognizes the printed words which are existing on a physical document. OCR is usually used when processing documents which are printed in "normal" printer or typewriter fonts.
Intelligent Character Recognition (ICR)
This process is similar to OCR but is usually capable of also processing certain handwritten documents on special types. It can also recognize and process "tick marks" and bar codes.
Electronic Document Management System (EDMS)
Occasionally referred to as Document Management (DM) or Document Management System (DMS), are used to find and present documents and also to maintain various versions of the source document.
Electronic Record Management System (ERMS)
Also referred to as Record Management (RM) or Record management System (RMS), this term pertains to systems that are used to insure that important records such as payroll, human resources, patient records, contracts, and so on, are stored and available during their useful lifetime.
Web Content Management (WCM)
Also called a Content Management Systems (CMS), this term pertains to software that is put into use to store and publish content to a web site. A CMS sets apart the web content from the underlying HTML design so that any authorized person can publish or remove content from a web site without having to know HTML.
Workflow Management (WFM)
WFM systems are used to management document preparation in a structured environment exactly where particular preparation, review, or approval actions need to be carried out in a defined order. WFM systems lead the documents to the right individuals, in the correct order, till the entire procedure have been finished.
Knowledge Management (KM)
These systems are put to use to make the total legacy "knowledge" of an organization available to everybody. A Frequently Asked Questions (FAQ) system is a good example of a valuable KM system.
Seeing that you have a knowledge of the basic terms which you will come across, your next step is to figure out the kind of document management system that ideally meets your needs. After that you can begin the procedure of identifying the available options and choose the one that fulfills your organization's requirements.
Find more references regarding the topic here:
Document Management - How To Achieve A "Paperless Office"
Document Management - Important Facts About Document Management
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