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Document Management: Security Concerns What Is A Security Threat? A security threat is the possibility that unauthorized persons could access your documents. Such unauthorized access could be by: • Business competitors who want to get competitive information about your business Document Management: Retrieval Issues Document Retrieval Documents are there to be retrieved when needed. If they are never going to be retrieved, it would be a meaningless exercise to keep them, wasting space, man hours and money. Document Management: Workflow Issues What Is Workflow? In the context of documents, workflow means moving the documents. Goods Delivery Notes accompany merchandise and come back to the seller duly acknowledged by the buyer; Invoices have to be sent to the buyers; Checks have to be sent to suppliers; Letters have to be sent to many persons and organizations; and so on. Document Management: Policy Issues Significance of Policies You may have heard of the word ‘policy’ so often that you might have forgotten what it really signifies. Before we look at document management policy issues, let us first refresh ourselves on the significance of policies. Document Management Solutions Automating Document Management As in every other area, computers and software have also impacted document management practices. • Instead of paper documents, you store information in a digital form in computer “files”. Document Management: Data Recovery Importance of Data Recovery Management Data residing on computers can be lost due to virus attacks, deliberate destruction by outsiders (or insiders) and data corruption. Such losses could affect your business in several ways: • You could find it impossible to make informed business decisions in the absence of relevant data Document Management - Storage and Retention Issues For managing the business successfully: You need to analyze results and trends for making informed business decisions. For example, you have to compare current period sales with those of previous periods, as also against your own budget estimates, to find out how you are doing. Document Management - Organizing the Documents As your business creates more and more documents, you face the document management issue of organizing these in a meaningful manner. Without organization, it would be impossible to retrieve any document later. Or at best, it would be extremely costly to sort through all the documents and find the one you want. Document Management System - What and Why? A document management system helps you manage the constantly accumulating volume of documents. Documents have a habit of proliferating in any business. Correspondence, invoices, bills, blueprints, process charts, organization charts, photographs, product specifications, production plans, accounts, budgets and numerous other documents could soon make them unmanageable. Document Management - Creation and Collaboration Document creation involves creating an original document and subsequent changes to that document. Changes are inevitable in practice. Editing is usually needed to make corrections or to improve the document. At times, the document could even be deleted before it is put to intended use.

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