Wikipedia defines a Document Management System (DMS) as a computer system ( or a set of computer programs) used to track and store electronic documents and/or images of paper documents.
If you want to store documents away- never to be looked at again- then get a brown cardboard box, fill it with paper, seal it up with tape, and store it in the basement- and in 20 years when you move- open it up- and finally decide to throw it out. Rather extreme case in point. Because if you really have documents that you will never have the need to look at again- shred them now.
When I think of the Accounts Payable Department, I picture a small workflow of matching documents from purchasing, receiving, inventory control, invoice and finally payment information all relating to the same file. This file may be required later for more detailed information including warranty, tax or pricing information.
Your workflow can be as elaborate or as simple as fits your needs. In my case I match up all of the documents, and once paid I scan the file to our electronic filing system. My indexes show the supplier, invoice or payment number, invoice or payment date, and the amount.
So instead of leaving their desks- going to the filing cabinet-looking for an invoice- which should be filed in the suppliers folder-and fingers crossed the invoice isn’t currently on someone’s desk- or worse yet misfiled in another supplier's folder; instead of that, the employee does an electronic search from their computer.
To start your DM process- you just need to pick a date. Decide this month to do a test trial and refine your search requirements. (How many index fields do you really need for search requirements later?)
For more information on why people don't do DM Check Out:
Have you recently started scanning and electronic filing of office documents? How helpful have you found it? Share your experience so others can learn.
Linda P
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