Document Management Information
Please view our range of document management information articles. Falcon UK are specialists in document scanning and document management systems. Falcon provide consultancy and full training and support for all document management solutions.
Audit Trails - Document Management InformationEvery business should maintain a comprehensive audit trail of the precise sequence of actions and events for their work processes, that form a complete record of what has been done and who has done it. This will help when auditors (and potentially lawyers) seek to determine the company policies and practices that were in effect at a given time. |
Contact Management - Document Management InformationThe information making up the audit trails of your business relationships can be scattered across in-trays, files and folders, filing cabinets, notebooks, diaries, post-it notes, remote hard drives, electronic organisers, email systems, fax systems, spreadsheets, databases etc. |
Email Functionality - Document Management InformationEmail is an increasingly used method of business correspondence and therefore an important information asset, liable to evidentiary discovery. However, with many email systems it is difficult to organise messages in a useful manner (especially in context with other related documents) and owing to their volumes they are prone perhaps more than other document formats to periodic archive or deletion, without consideration being given to their value as a record to be retained within the audit trail. |
Recommended Procedures - Document Management InformationThe successful deployment of new document technology will be facilitated by the design and implementation of clear procedures. As well as operating (and trouble-shooting instructions), the procedures should provide staff with the business context: what to do, why, and how to do it. Also think about Tutorials to familiarise new users. |
Policies and Procedures - Document Management InformationIt is advised to ensure that Policies and Procedures are in place. You should implement an Information Policy recognising documents as important organisational assets, a Retention Policy, based upon a schedule for each type of record and an Information Security Policy. |
Records and Documents - Document Management InformationRegardless of its physical manifestation, a record represents evidence of or information about a decision, transaction, process or other activity/function. It is a permanent asset - or fixed content - that is subject to rules for compliance, retention, access control, appraisal and disposition (whether this is destruction/deletion or permanent preservation). |
Record Management - Document Management InformationIn conjunction with Document Management software, you may require to utilise a dedicated Records Management system. The Public Record Office has published a list of vendors who have been approved in the context of UK e-government requirements, based upon the 1999 original ERMS requirements and the 2002 revised ERMS requirements. |
Storage and Destruction - Document Management InformationIf you have not embarked on a scanning programme, or have made the decision to temporarily or permanently archive paper records, then you may be looking into off-site storage facilities. This can both help you save space and provide secure storage in support of a disaster recovery policy. You may also require a storage facility for archived computer media, microfiche or film. |
