Document Management: What’s that ?
Introduction
Document Management relates all procedures and / or software to opimize Documents flow in organizations.
In past years, companies integrated several softwares to organize and manage their data.
But, in majority of cases, documents stayed outside of the scope.
Documents as data provider
Users receive and send information to customers, suppliers or employees using a variety of tools.
We could name email, letter, contract, instant messaging, phone call, fax, etc.
Information is inside the tool.
Information needs to be shared and stored for further usage.
So, documents are one of major information provider.
Documents as proof of events
To be able to retrieve information and understand a given situation, users return back to documents they used to exchange information.
Document becomes a proof to track a given event.
When the issue goes to court, organizations have to explain what happened.
Court needs solid proofs. Documents are one of most apreciated proofs.
Events Quantity
Volume of events grow very fast.
Managing information and documents become more and more difficult.
Even users can continue to use old procedures, it becomes seriously dangourous loosing proofs.
Document Management is one of major tools to optimize jobs.
Don’t forget loosing a Document is potentially dangourous, and nobody knows which document could change value in the future.
Document Types
All document types are not equal importance in organizations.
They vary according to legal texts and organization’s context.
At Damaris, we focus document types exchanged between organizations.
Here are several examples:
- Invoices
- Pay Slips
- Proof Of Delivery
- Contracts
- Etc.
Document Management can virtually address all document types, but in your Sales process, we suggest to concentrate on these types because audience is more attentive to your arguments.