Document Management - How To Achieve A "Paperless Office"

Understanding Document Management

The term "document management" and "paperless office" is the subject of countless articles and books. Everybody wants to achieve this lofty objective but not everyone understands what the terms really mean.

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Once you begin investigating the numerous software solutions that are available you're likely to run into certain document management abbreviations, acronyms, and general terms that you might not be acquainted with. Here is a "cheat sheet" that will help you to fully grasp the material that you will encounter as well as the conversations that you will be having with document management solution providers.

Electronic Document Capture (EDC)
This really is the generic term that pertains to the whole procedure of converting paper documents into their electronic equivalents. It covers concepts like scanning, text recognition, image conversion and indexing for later retrieval.

Optical Character Recognition (OCR)
OCR is a procedure that recognizes the printed words which are present on a physical document. OCR is usually used when processing documents that are printed in "normal" printer or typewriter fonts.

Intelligent Character Recognition (ICR)
This procedure is similar to OCR but is generally capable of also processing particular handwritten documents on unique types. It can also recognize and process "tick marks" and bar codes.

Electronic Document Management System (EDMS)
Sometimes referred to as Document Management (DM) or Document Management System (DMS), are used to locate and display documents and also to maintain various versions of the source document.

Electronic Record Management System (ERMS)
Also known as Record Management (RM) or Record management System (RMS), this phrase refers to systems that are used to insure that essential 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 used 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 utilized to management document preparation in a structured environment where particular preparation, review, or approval steps have to be carried out in a defined order. WFM systems direct the documents to the correct people, in the right order, until the entire process have been completed.

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 really a great example of a valuable KM system.

Now that you have an understanding of the basic terms which you will come across, your next step is to determine the kind of document management system that best meets your needs. After that you can begin the procedure of identifying the available solutions 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 - How To Achieve A "Paperless Office"
Document Management - What You Need To Know About Document Management