This term may be somewhat unfamiliar to many, so before going into full discussion about the importance of document management within companies, it is necessary to define it and establish some basic concepts related to it.
Document management It can be defined as the set of practices and procedures by which the documents of an individual or organization are managed.
This discipline contemplates in its entirety the documentary flow of the organization in question and its primary purpose is summarized in two objectives:
- allow information recorded in files and documents to be efficiently accessible
- that the information remains stored safely and is preserved intact for the period of time that is necessary
It could be said that document management is almost as old as writing itself since it becomes a tool that solves some problems inherent in document production, such as the increase in the volume of documentary material and the susceptibility of the medium in which it is used. store information (stone, papyrus, paper, digital media, etc.).
These problems have made document management throughout history an indispensable process for any organizational environment with a considerable flow of documents.
The enormous value it has the commercial information of a company It makes it necessary to have a document management strategy that is adapted to the type and size of the business and that is also reliable, efficient and of course has a reasonable cost.
Of course it is possible to plan and implement this strategy internally, however it is important to bear in mind that there are tools and companies specifically dedicated to document management that have the experience and adequate infrastructure to carry out a work of this type, allowing them to be minimized. the risks associated with the handling and storage of documents and the costs related to this process.
If you decide to outsource a document management service, make sure that the company that will offer you this service has the experience and technology necessary to effectively access your active files, and that it also offers you the possibility of performing essential document management tasks such as as:
- classification
- relocation
- expurgation
- destruction
Also make sure that the strategy that said company offers you to manage its documentary file is identified with the particular needs of your business and it guarantees that your data and the way it is handled provide value to your company information.
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