The bigger the company, the bigger is the pile of documents in it. And, that means bigger is the chance of helping mother nature if correct measures are adapted and certain habits are revolutionized. It’s high time that we care about the land we live on the flora that we breathe by.

What if there was a way by which we can save the environment and also reduce company expenditure. Digital document management is one such way. The document management system includes receiving, tracking, managing, categorizing, and storing documents. But when this system becomes online, it not only saves paper and physical space, but also helps in locating that one file from 7 years ago based on just a middle name that you remember. It helps you in finding files that are almost impossible to locate when physically stored.

Document management is a long procedure and needs sincere organization and filtration skills. Hence, an enterprise document management system is not a task, it’s a procedure, and here are the steps of it.

Document management Process Flow:

• Capturing Documents:

The first step to revolutionize physical documents into digital documents is capturing the documents. Now, this procedure must be done using professional gadgets by experts who know how to handle such tasks and have made the best document management systems for small, medium, and big companies. While we store our physical documents online, Professional scanners are used and other editing tools are used as well. Inevitably, the quality is not compromised.

• Uploading documents in a standardized manner:

Once all the documents are uploaded, it makes a big huge bunch of unclassified data. Hence, it is always advised that while the data is being uploaded, it is uploaded in a standard format. If the documents are uploaded systematically, their classification shall become furthermore simpler and less cumbersome.

• Store documents using a management system:

Storing documents is a task not only because it takes time and space, but also, it’s a process in itself. When you start storing documents of 1000s of data, the first question that arises is how can we store them in a way they are accessible whenever required. There are numerous types of document management systems. Here it becomes necessary to filter out data and build a system to store it in an order from which retrieval becomes uncomplicated.

• Enable identified users to access documents:

After all the data is segregated, organized, and stored safely, comes one of the most important steps. Now to keep the data (that we worked on so much) safe, one should determine who all have the access to it. Access could be of different types. Some might be able to access only certain files while on other hand some might have access to not just viewing but also editing the files and formatting. Such accessibility permissions should be determined as a procedure of document management itself. This is the step that determines how safe the document management plan is.

• Create a Data retrieval system:

Data retrieval means obtaining data from a Database Management System. It is generally assumed that whenever data is retrieved it must be in a structured format, and there should be no ambiguity in it. Document management process flow is a never-ending cycle, but timely and precise data retrieval makes that cycle a success.