Document Management basics
Defining and using workflows (BPM) in EDM
What is workflow? The term workflow can be broken down into two parts: Work = An activity towards the production or accomplishment of something, i.e., a goal. Flow = A course of successive events taken to achieve a goal or an outcome. In Document Management, workflow is generally used as a process to route electronic documents between entities. Entities can be people, departments, companies, or systems. Workflow is sometimes also called ...
Defining folder structures in an EDRMS
The use of folders in document management Once you have defined the document types and metadata for managing documents, you will need a way to categorize and group the documents. Folders are used as a storage mechanism in document management; they are used as containers to group and store documents. Folders should be created in such a way that they are intuitive ...
Defining document types and metadata in an EDRMS
Document types Document types describe the document's content in electronic form (such as an image) and the information associated with the document. You can use document types to index and categorize documents in an EDRMS. Indexing information in documents is commonly referred to as metadata. Metadata describes things such as the type of document, the creation date of the document, the filing date ...
Components of an Electronic Document Management System
Basic components of an EDMS The basic components of an Electronic Document Management System (EDMS) are: Document repository Check-in and check-out Version control and auditing Classification and indexing Search and retrieval Security Integration with desktop client applications The functionality of an Electronic Document Management System (EDMS) may be extended to include: Workflow Collaboration Archiving Imaging Records management Document repository Every EDMS should have a document repository. A document repository is a central location on a server ...
EDRMS: The difference between documents and records
What is EDRMS? EDRMS stands for Electronic Document and Records Management System. Document Management can be used to manage the lifecycle of documents in an organization, which includes the way documents are created, stored, reviewed, published, retrieved, disposed, and retained. Records Management is the act of: Determining when documents become records. Which documents need to be retained and for what period of time documents need ...