DOCUMENTARY
MANAGEMENT
Although in general the
document perception is associated to one or several pages in paper (at the
moment has been extended to files in electronic format, for example we say:
"a Word document"), this concept is evolving quickly and
nowadays we spoke of: messages of electronic mail, messages of voice,
videoclips pages webs, etc.
It is possible to be
said that a System of Documentary Management takes care of the processing,
storage, search, recovery and distribution of documents to the set of
users who operate in the same one. The characteristics of a System of
Documentary Management are:
 |
Handling of great
volumes of documentation. |
|
Guarantee
of access to the present information. |
|
Coherent maintenance
of the information coming from different companies and organizations. |
|
Definition of job
streams in the system for the management of operative processes
between departments and external companies. |
|
Management of the
information in native format. |
|
Control of access to
the information. |
|
Security before the
possible loss of documentation. |
Of between the
advantages that contribute these systems to an organization emphasize the
following ones:
|
Reduction of costs
of the enterprise processes, by means of the redesign of processes,
substitution of nonproductive the administrative work and reduction of
the physical space of storage. |
|
Reduction of the
cycles of work, increasing the concurrence of the different necessary
activities. |
|
Unification of the
enterprise processes in the different departmental and geographic
scopes, harnessing the formal channels and the procedures of work
which will facilitate the fulfillment of the requirements that the
quality systems impose. |
|
Increase of the
capacities of communication in all the organization, improving the
integrity and security of the information.
|
The basic
functionalities that usually include the systems of documentary management
are:
|
Reduction of costs
of the enterprise processes, by means of the redesign of processes,
substitution of nonproductive the administrative work and reduction of
the physical space of storage. |
|
Systems and
procedures for the massive document incorporation in diverse
electronic formats and coming from heterogenous computer science
systems. |
|
Systems of I scan
for the massive or discreet incorporation of documents that are in
nonelectronic formats. |
|
Document management
and its metadatos. |
|
References to
external documents to the own system of documentary management
(photos, videos, x-rays, etc.). |
|
Creation of
relations between documents and these and the rest of components of
the documentary system (folders, metadatos, etc.). |
|
Maintenance of
historical of documents. |
|
Document location by
means of techniques search. |
|
Edition of archives
using its native tools of creation. |
|
Disposition of a software
for the visualization of archives in the most common formats. |
|
Control of the
access to documents according to user profiles. |
|
Document annotation
without modifying the content of such. |
|
Import of
information contained in other applications. |
|
Tools of job stream
that include a control of the same one. |
|
Systems of document
impression. |
The advanced systems of
documentary management more also allow:
|
The management of
the complete service life of a document, maintaining the plan of
revisions and the historical one of changes. |
|
The relation of
documents with the elements or assets. |
|
