Why document archiving is not the same as document management

In their efforts to manage documents effortlessly and therefore to save time and resources, many companies fail to implement document management systems that are effective and efficient over time. The mistake made by most companies is to using archiving systems, which are just not enough to when dealing with a large amount of documents and data.

Archiving systems basically ensure secure storage and indexing of docouments. Some systems have more complex options, but they are limits of what they have to offer.

Document management, on the other hand, implies other features, used for document comparison, collaborate work and document versioning. Even if a document is archived, it doesn’t mean the life-cycle is terminated, because the same document can be modified, updated or deleted if not needed anymore.

For optimal document management purposes, a document control system is the best options, because it offers full control on all stored company documents. All documents are indexed and easily to find using keywords or phrases and document summaries are very helpful to save time when searching for a specific document. It is also very helpful to have documents archived by categories, types, projects or company departments. That makes it easy to find all data related to a project or a task in the entire network.

Not only the search and find process is very important for efficient document management, but also security is critical when dealing with sensitive information and   documents that are confidential and also to prevent theft. A document control system should be able to provide secure accessibility levels, meaning only designated system users are able to read, modify or delete sensitive documents. This makes it easy to maintain control over the data stored in the system, even if there are hundreds or thousands of other users.

To avoid sending and receiving the wrong information, documents should contain the dates, times and user ID’s of those who edited them and previous versions of documents come in handy when reorganizing budget or setting deadlines for the completion of projects and tasks.

One of the main features to look for in a document control system is the possibility to have it integrated with the operating systems available, email platforms and basic applications, making it easy to download, attach and send documents at ease. It should also support the most common file formats and images of scanned documents.

And last but not least, document control systems enable tracking and analyzing of progress made, basically all the information needed to compile reports yearly, monthly, weekly, or daily, if needed.

Due to the complex features and advantages offered by document control systems, it’s easy to see why document management is completely different than basic document archiving. For small business, maybe a good archiving system would suffice, but not for large companies or multi-national corporations who have to deal with a large amount of documents operated by thousands of users.

VENDOM is a Document Control System that incorporates all of these features. It’s easy to integrate, user-friendly (minimum training required), safe and secure.

Photo: Pixabay.com, user: geralt