Document management is an overall business strategy based on digitizing information so you can manage and share business information efficiently.
A well-designed document management system has much to offer your business. It can help:
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Reduce filing costs. Digital documents can be easier to file and easier to access than paper.
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Reduce distribution costs. You can save printing, shipping, and postage charges when you e-mail a document rather than fax it.
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Protect information. You can control access to digital files, and maintain a history of who reads the document. Encryption options for e-mail and stored files provide even more control.
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Improve access to information. Groups of employees can share digital files more easily than they can paper. Multiple copies can be sent to appropriate users via e-mail in seconds, and web-based information can be viewed by anyone on the Internet (with proper authentication, if necessary).
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Address government regulations. Transferring your paper files to an electronic, secure system automatically permits you to easily and efficiently meet any federal regulations around information security.
Three elements of a document management system
Document management systems use a combination of hardware, software, and business rules to support these three key elements of the document management process:
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Capture. Scanners, MFPs or Digital senders can be used to create an electronic version of an existing paper document. Electronic files are also captured via PC's and other digital media devices such as digital cameras.
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Manage. Once your documents are in a consistent electronic format, you can store and manage them just like any other data file. You'll use server and storage equipment to secure, store, and backup your electronic records.
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Share. To share your electronic files, you can use any number of resources and tools, including printing, email, file sharing, and more.
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