What is Document Management Software Workflow?
Summary
TLDRThis video by Josh, founder of Technical Writer HQ, explores the concept of document management software and its workflow, focusing on the automation of document processes within organizations. It discusses the importance of document management for handling various document types, the challenges faced, and how digital solutions streamline operations, improve productivity, and reduce costs. The benefits of using document management systems, including workflow automation, cost reduction, improved collaboration, and advanced search capabilities, are highlighted. The video also touches on different storage options and the decision factors for choosing between on-premise and cloud-based document management systems.
Takeaways
- 📚 Document management workflow involves the use of automated processes implemented through specialized software to handle the lifecycle of documents within an organization.
- 🔍 Document management is a system for organizing and managing documents, addressing their creation, review, approval, distribution, update, and removal.
- 🚀 The benefits of document management software include improved performance, streamlined business processes, reduced errors, and increased productivity and competitiveness.
- 🔒 Controlled access with document management systems allows defining access policies to ensure that staff can only access documents for which they are cleared.
- 🔄 Workflows are sequences of activities necessary to complete a task, and well-defined workflows help optimize operations and ensure quality.
- 📈 Automated workflows in document management systems streamline and automate repeated tasks, minimize errors, and increase efficiency.
- 💻 Digital document management systems offer benefits such as workflow automation, easy change and optimization of document workflows, and reduced costs associated with paper and storage.
- 🔎 Advanced search capabilities in document management systems allow for quick retrieval of needed documents, saving time and energy.
- 👀 Optical Character Recognition (OCR) technology supported by modern document management systems makes scanned documents searchable and editable.
- 🌐 Cloud-based document management solutions provide scalability and offer features like disaster recovery and security, requiring only a reliable internet connection.
- 🛡️ Document management software enhances security and disaster recovery, protecting critical documents from security breaches and ensuring business continuity.
Q & A
What is the primary purpose of document management software workflow?
-The primary purpose of document management software workflow is to automate the processes of document collection, storage, management, editing, disposal, and categorization within an organization.
Who is Josh and what is his role in this video?
-Josh is the presenter of the video, who has over 10 years of experience in technical writing and information architecture. He is also the founder of Technical Writer HQ and aims to educate document management professionals on workflow automation.
Why is document management essential for organizations?
-Document management is essential for organizations because it helps manage and organize various types of documents throughout their lifecycle, from creation to removal, ensuring efficient storage, access, and sharing.
What are the common document types that organizations have to deal with?
-Organizations commonly deal with documents such as project proposals, finance reports, software documents, HR guidelines, marketing materials, and training manuals.
How does document management help improve productivity?
-Document management helps improve productivity by providing a system that reduces the time spent on document submission, review, and approval processes, and by ensuring easy access to the right documents when needed.
What are the two types of workflows mentioned in the video?
-The two types of workflows mentioned are manual workflows, where a human is responsible for moving tasks along, and automated workflows, where a computerized system assigns tasks to the next person in the process.
What are some of the benefits of using a digital document management system over a paper-based system?
-Digital document management systems offer benefits such as workflow automation, easy changes and optimization of document workflows, reduced costs associated with paper and storage, improved collaboration, audit trails, advanced search capabilities, and fast document retrieval.
How does optical character recognition (OCR) technology benefit document management?
-OCR technology benefits document management by reading and converting scanned written or printed content into machine-readable text, making documents searchable and editable, and thus improving the efficiency of document handling.
What are some of the storage options available for electronic document management systems?
-Some storage options for electronic document management systems include servers, cloud storage, network-attached storage (NAS), and storage area networks (SAN).
What are the two main types of document management systems discussed in the video?
-The two main types of document management systems discussed are on-premise, where the software is installed on a server at the organization's location, and cloud-based, where the service is provided by a third-party cloud service provider.
How does document management software contribute to business continuity and disaster recovery?
-Document management software contributes to business continuity and disaster recovery by allowing organizations to back up critical documents and data to a disaster recovery site or the cloud, ensuring that business operations can continue even if a disaster affects the primary data repository.
Outlines
📚 Introduction to Document Management Software
In this introductory segment, Josh, a technical writing expert and founder of Technical Writer HQ, welcomes viewers to a video exploring document management software. He emphasizes his decade-long experience in the field and invites viewers to subscribe for future content. The paragraph delves into the concept of document management workflow, which is the automated process facilitated by specialized software to handle the lifecycle of documents within an organization. It highlights the importance of document management for organizing various types of documents and the challenges faced without a proper system, such as productivity loss due to inefficient document retrieval and the slow process of document review and approval. The summary underscores the benefits of implementing document management systems to streamline business processes, improve performance, and ensure controlled access to documents.
🚀 Advantages of Digital Document Management
This paragraph outlines the benefits of transitioning from traditional paper-based systems to digital document management solutions. It begins by discussing workflow automation, which allows for the optimization of document processes and leads to improved efficiency without the need for manual approvals. The ease of modifying digital workflows is contrasted with the cumbersome process of changing paper-based systems. The paragraph also covers cost reduction associated with eliminating paper and storage expenses, as well as the prevention of document loss or misfiling. Improved collaboration through digital sharing and the use of audit trails for tracking document modifications are highlighted. Advanced search capabilities, fast document retrieval, and the integration of OCR technology for converting scanned documents into editable text are presented as key features. The benefits of electronic document sharing, reduced storage needs, and various storage options such as servers, cloud, NAS, and SAN are also discussed, along with the security and disaster recovery aspects of digital document management.
🛡️ Document Management Software: Cloud vs. On-Premise
The final paragraph discusses the two main types of document management systems: cloud-based and on-premise. It explains that on-premise solutions involve installing the software on a company's server, which is typically used by larger enterprises. This approach requires purchasing licenses and may involve additional fees for technical support and updates. Companies have full control over their hardware and software but need an IT team for maintenance. In contrast, cloud-based systems are provided by a service provider, which handles all maintenance and offers a subscription-based payment model. Cloud-based systems are suitable for startups and small businesses due to lower initial investment and scalability. The choice between the two depends on the organization's specific needs, including considerations for data sensitivity and infrastructure preferences. Josh concludes by summarizing the benefits of document management software and invites viewers to engage with the channel for more insights into technical writing and documentation management.
Mindmap
Keywords
💡Document Management Workflow
💡Document Management
💡Productivity Loss
💡Workflow Automation
💡Digital Document Management
💡Optical Character Recognition (OCR)
💡Cloud-Based Storage
💡Disaster Recovery
💡On-Premise
💡Electronic Document Retrieval
💡Collaboration
Highlights
Document management workflow automates the collection, storage, management, editing, disposal, and categorization of documents within an organization.
Document management is essential for organizing various types of documents such as project proposals, finance reports, and HR guidelines, each with its own lifecycle.
Productivity loss due to document challenges can be mitigated with a system for document management that includes well-defined processes and procedures.
Document management systems improve productivity by reducing delays and inefficiencies in document submission, review, and approval processes.
Workflows are sequences of activities necessary to complete a task, and well-defined workflows optimize operations and increase productivity.
Manual workflows require human intervention at each task transition, while automated workflows use a computerized system to manage task flow.
Document management systems streamline and automate repeated tasks, minimize errors, and increase overall efficiency, improving business performance.
Clear guidelines provided by document management workflows lead to improved efficiency and business productivity.
Digital document management systems offer workflow automation, reducing the need for manual approval and speeding up work processes.
Reduced costs are a significant benefit of digital document management, as it eliminates the expenses associated with paper and storage.
Improved collaboration is facilitated by digital document management solutions, making sharing and collaboration on documents more efficient.
Audit trails in document management systems help identify personnel responsible for errors and modifications, ensuring accountability.
Advanced search capabilities in robust document management systems allow for quick retrieval of needed documents, saving time and energy.
Fast document retrieval through electronic document management significantly reduces the time and costs associated with searching for paper documents.
Optical Character Recognition (OCR) technology supported by modern document management systems converts scanned documents into searchable and editable text.
Sharing electronic documents is easier and faster, reducing the time required for document exchange even over long distances.
Reduced storage requirements with electronic document management systems save physical space and reduce the need for file cabinets and storage bins.
Different storage options for electronic document management include servers, cloud, NAS devices, and SANs, each with its own benefits and considerations.
Security benefits of document management include password protection and advanced security features to protect against cyber threats.
Disaster recovery is facilitated by document management software, ensuring business continuity even in the event of a disaster or security breach.
The choice between cloud-based and on-premise document management systems depends on organizational needs, with each offering different advantages.
Transcripts
What is document management software workflow, and what is document
management and what are the benefits of document management software?
In this video, we're going to dive into that in more.
Hi there.
My name's Josh and I have over 10 years of experience in technical
writing and information architecture to help better manage documentation.
I'm also the founder of Technical Writer hq, and this video is for document
management professionals who wants to learn more about workflow automation.
Before we dive in all that, take a moment to subscribe to our channel and that
way don't miss any of our future videos.
On how to be better at managing and organizing your documents.
Now let's go ahead and get started.
Document management workflow refers to the use of automated document
workflows that are implemented through specialized document management software.
These workflows automate the collection, storage, management, editing,
disposal, and categorization of.
Within an organization.
Before going into further detail about workflows, let's first discuss document
management and why it is required.
So document management refers to the use of a system for
managing and organizing documents.
Organizations have to deal with many different types of documents,
such as project proposals, finance reports, software, document.
HR guidelines, marketing material, and training manuals, and each
document goes through a life cycle from creation, review, approval,
distribution, update, and removal.
The documents also have to be stored, accessed, and shared.
A system for document management is comprised of processes and procedures
that define each step that a document has to go through during its life cycle, and
processes for storage access and distribu.
Document challenges simply lead to productivity loss and
this is the way to solve it.
And the reason that this happens is productivity loss is because we
often can't find the right documents, our files when we desperately
need them, or can't access the document due to time or location.
Barriers.
Another way, document challenges.
Slow down work is one, the process of document submission review and approval
takes a lot more time than it should, and it's because all these different types
of approval systems happen in different.
And paper documents often travel from death to desk and can
get overlooked or misplaced.
Document management put systems in place for improving productivity and
eliminating these delays and inefficiency.
These systems are comprised of processes and procedures that are
based on industry best practices, and document management offers numerous
benefits such as improved performance.
It's easier to locate documents and restore them when the process for
doing so is clear and well defined.
Business processes are streamlined and chances of error are also reduced.
You also have improved performance, which leads to higher productivity,
business growth and competitiveness, and we have elimination of loss and misfile.
Well defined document management processes help to reduce or completely
eliminate loss or misplaced.
And we also have controlled access with a document management system.
You can define access policies, so staff can only access documents
for which they are cleared.
Next, let's talk about workflow.
A workflow is a sequence of activities that are necessary to complete a task.
Well defined workflows allow businesses and other organizations
to optimize operations, increase workers' productivity, and ensure
high quality across the board.
Let's take a look at some workflows that are used in organiz.
Vacation request is just one example.
Sales order is another.
There are two types of workflows.
The first is manual.
In a manual workflow, a human is responsible for pushing each
item from one task to another.
For example, when filling out a reimbursement claim, an
employee has to manually take.
Or email the form to the manager for approval.
After approval, the employee must take it manually or email it to the
finance department, and the second is automated in an automated workflow.
When a human completes a task, a computerized system assigns a task to
the next person and the workflow, and the system manages a flow of tasks, including
notifications, deadlines, and reminders.
Document management systems include well-defined document workflows.
A document workflow is a sequence of administrative.
Other processes through which a document passes from initiation to
completion and workflows helped us streamline and automate repeated.
Minimize errors and increase overall efficiency.
This improves business performance as managers can make quicker and
smarter decisions, and employees are empowered to collaborate in
a more productive and agile way.
The goal of a document management workflow is to provide clear guidelines
on how to handle any document throughout the document life cycle.
Having well-defined workflows creates clarity, which leads to improved
efficiency and business productivity.
In the past though, document management systems dealt with paper.
And their storage location.
Updating, tracking and sharing.
Today, most organizations use digital documents that are converted to paper
documents, only one required and document management today is done by a digital
document management system, so aka an electronic document management system
compared to the paper based systems of.
A while ago, digital document management solutions offer benefits
that enable many different improvements in performance and productivity.
And the first benefit is workflow automation.
As we discussed a little earlier, you can define automated document
workflows that are optimized for your requirements and workflow Automation
speeds up work and leads to improved efficiency and business performance
as a system will not need to wait.
For manual approval prior to assigning documents to the next
step in the assigned workflow.
Another major advantage is that any document workflow can be
easily changed and optimized.
You only need to make a few changes to the software and you're good to
go compare that to a traditional system based on paper documents
where you would have to arrange a few meetings before people would know and
understand the new document workflow.
And the next benefit is reduced costs.
The use of digital document management.
Allows you to save costs associated with paper and storage of paper documents.
An electronic document management system also helps to reduce costs associated with
loss or misfile documents, paper and other resource waste, regulatory violations,
and frequent data entry errors.
Then we have improved collaboration with a digital document management solution.
Sharing, collaborating on documents and processes is much easier compared to
paper based document management solutions.
Audit trails attract the creation.
Editing of documents allow you to.
Identify personnel in the be of intentional or unintentional
errors and modifications.
Also, email integration allows you to search and track correspondence related
to shared documents, and we also have advanced search when documents are saved
in a robust document management system.
The content is archived and indexed with meta.
This allows you to use advanced search capabilities to find
needed documents within seconds.
And this allows your teams to save time and energy, and ultimately leads to
cost savings and improved productivity.
And the next benefit here is fast document retrieval.
Fast document retrieval improves productivity by making it easy
to retrieve file documents.
It also reduces costs associated with the time that is was.
Looking and searching for missed file documents compared
to a paper based system.
Electronic document retrieval saves several thousands of man hours per year,
which translate to significant savings and positively impacts the bottom line.
We also have optical character recognition or.
OCR OCR is a software technology that's supported by modern
document management systems.
It can read, written, or printed content that scanned and can convert
it to machine readable text documents such as invoices, receipts, and
contracts can be automatically attached to digital records, making
them easily searchable and editable.
This feature offers multiple.
Sharing electronic documents is easier.
It takes less time.
Documents can be received within a few seconds, even if the recipient
is thousands of miles away and searching for and locating electronic
documents is convenient, and then there's reduced storage requirements.
With electronic document management system, you save valuable physical space
that would otherwise have been taken up by bulky and expensive file cabinets,
boxes and storage bins with digital systems, the number of available storage.
Is endless.
Here are just a few of them.
You have servers.
If you prefer, you can use traditional hardware based
file servers for data storage.
The benefit of this approach is that all the hardware and software
will be under your control.
One drawback of this approach is that you'll need IT professionals
to manage the hardware and software.
And we also have cloud.
If you don't want to invest in hardware, you can easily store data on the cloud.
Like many professionals and companies do today, stored on the cloud scales
easily, and most services offer disaster recovery and other advanced features
such as security and synchronization.
You only need a reliable internet connection for cloud access too.
It's not easy.
And you can use multiple cloud storage services to minimize the
probability of service outage.
So network attached storage.
So NAS is another one, and NAS device is a computer that is optimized for storage.
It connects to a network and allows you your teams to
easily store and access data.
Naas devices are cost effective, easiest set up and easy to.
And can be accessed over the internet or on mobile.
And we also have storage area network, which is sa, a storage area network, or
SAN is a specialized high speed network that provides network access to storage.
Sans are comprised of storage devices that can be accessed by
multiple servers or computers, and provide a share pool storage space.
Some benefit to managing documents in these ways.
Better security.
You can control access to business documents through password protection
and advanced security features will also ensure that your critical
digital documents are protected from security breaches and cyber threats.
Another benefit is disaster recovery.
Document management software will allow you to back up critical
company documents and data to either a disaster recovery, so Dr.
Or to the cloud and disaster recovery offers you peace of mind.
As you know that business continuity will be maintained even if a disaster such
as an earthquake storm or let's say an extended power outage, affects a primary
data repository and makes it unavailable.
And disaster recovery will also protect your data in case a primary repository
is comprised by a security breach.
There are two main types of document management.
As well versus on premise, the document management software is
installed on a server on your premises.
Now this usually happens with larger enterprises and bigger companies.
The server can be accessed by users through a client application or web
browser, and the hardware and software are owned and operated by you.
You generally have to purchase a license for each user, which is a one time fee.
On premise.
Solutions typically charge an additional fee for technical support
and software updates after the first.
You can control all hardware and software customization, and a team
of IT professionals is required to install, maintain, and upgrade systems.
The second one that we have is cloud-based.
The document management solution is provided by cloud-based service
provider, all the hardware and software maintenance costs.
Are born by the service provider.
Cloud-based software is typically paid for on a subscription basis.
The feed varies depending on the monthly annual billing and the complexity of
the solution you choose, and you'll need to make sure that your provider adheres
to the best cybersecurity practices.
To protect your data and the type of document management system that you choose
will depend on your organizational needs.
A cloud-based system would be suitable for startups and small businesses as
they might not want to spend significant amounts on hardware and software and
doing on premise installation and have to deal with annual contracts.
An established company though might prefer to host only the storage on the cloud.
And a company that deals in highly sensitive information might prefer to
have all system components inside its own.
And there you have it.
Everything from what is document management software workflow, what is
document management and what are the benefits of document management software?
Thanks for watching the video.
Sticking with us at the end.
Again, my name is Josh.
I'm the founder of Technical Writer hq, and I hope to see you on some
of our other videos so you can learn more about documentation and how
to become a great technical writer.
And if you enjoyed this video, make sure to go ahead and like and subscribe it.
And I'll go ahead and see you on some of our following videos.
Cheer.
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