What Is Document Management?
Document management, also known as content management, is the systematic approach to digitizing, storing, managing, and retrieving documents. All organizations, regardless of size, must manage two types of data:
- Structured data (database information)
- Unstructured data (paper documents, pictures, etc.)
Document management solutions provide tools that allow you to capture, route, store, manage, and archive your unstructured data in a very secure way. Document management solutions allow you to manage this unstructured data by storing it in a single repository and linking it together by one or more “keys” (e.g., customer number, employee ID). It can then be quickly and easily accessed—by authorized users only—either directly from within the document management system, or through one or more of your organization’s software applications.
How Will Document Management Benefit My Organization?
A well-designed document management solution can significantly lower operational costs and improve the efficiency with which documents and other electronic content are handled. The customers we have worked with have reported the following benefits:
- Reduced costs associated with storing and retrieving paper and electronic documents
- Reduced storage space
- Improved operational efficiencies through the electronic routing and sharing of documents
- Improved security of electronic content, including paper documents that have been converted into an electronic format
- Enhanced ability to provide operational continuity in the event of a disaster
- Improved regulatory compliance
How Can I Help My Organization Embrace Document Management Solutions?
Document management systems have traditionally been viewed as luxury items, affordable only to the largest organizations. Now, with reduced software and hardware prices, systems are not only affordable, they actually help organizations reduce the costs associated with handling paper documents and other electronic content.
Think about your own organization. How much time do people spend searching for documents, or reproducing lost or misfiled documents? Are you able to respond quickly and accurately to customer inquiries? Do you spend time and money mailing or shipping documents from one location to another, or even moving documents from one floor to another? And how much physical space is being consumed by your filing cabinets?
How safe are your documents? If your building sustained a fire, flood, or tornado, how long would it take to reproduce documents that were damaged or destroyed? Would you be able to reproduce them? Is your organization able to comply with the growing number of government regulations that require you to maintain copies of your documents for long periods of time?
How can you ensure that these documents cannot be looked at by those who are not authorized to view them?
What Comprises A Document Management Solution?
Key components of an effective document management system are:
- Document scanners
- Document capture software
- Document management software
- Server hardware and software
- Data storage and backup devices
Getting Started With Document Management
CDW has established strong partnerships with many of the leading vendors of document management solutions in the industry. We've done the research and built a comprehensive lineup of tested, best–of–breed solutions. This allows us to design custom solutions to address your unique document management challenges—at a price point that fits your budget.
Your CDW account manager is backed by a team of certified document management solution architects who are available to assist you with the selection of solutions to address your organization's challenges. Whether your objective is to eliminate a few filing cabinets in a single department or create sophisticated workflows to electronically route documents throughout your organization, your dedicated specialist is here to help. Our comprehensive approach includes:
- An initial “discovery call” to understand your objectives, requirements, and budget
- Onsite assessments and workflow analysis engagements
- Solution design
- Vendor evaluation and recommendations
- Product demonstrations
- Detailed price proposals
- Proofs of concept⁄product evaluations
- Solution implementation, training, and ongoing support