Businesses create documents everyday, but without an effective filing plan, content quickly turns to chaos. Document management is the process of applying policies and rules to how documents are created, stored, updated and eventually retired. This slideshare identifies the top document management functions and how document management software can help. For more information on document management in the cloud, visit www.fileplan.com

1. What is
Document Management?
T h e q u e s t t o c r e a t e o r d e r f r o m t h e
c h a o s o f u n s t r u c t u r e d b u s i n e s s d a t a

2. Businesses
create documents
every day

3. Without effective controls,
content quickly turns to chaos
 Multiple copies in different locations
 Email silos
 Can’t find the right doc at the right time
 Lack of version control

4. Document management is the
process of applying policies and
rules to how documents are
created, stored, updated &
eventually retired.

5. Document management software helps
automate and govern this process.
Document management is the
process of applying policies and
rules to how documents are
created, stored, updated &
eventually retired.

6. How you create and
store documents
Document
management
policies govern:

7. How you create and
store documents
Document
management
policies govern:
 Capture & save documents within their native
application
 Scan and import from hard-copy
 Manage digital storage capacity, either on your
file-server or in the cloud
Document management systems help you:

8. How you create and
store documents
 Capture & save documents within their native
application
 Scan and import from hard-copy
 Manage digital storage capacity, either on your
file-server or in the cloud
Document management systems help you:

9. 56%
ARE NOT CONFIDENT that emails related to
documenting commitments and obligations
are recorded, complete & retrievable 1
41%
ARE NOT CONFIDENT that their electronic
information is “accurate, accessible and
trustworthy” 2

10. Who can access and edit
documents
Document
management
policies govern:

11. Who can access and edit
documents
 Determine which documents individual users
can see and the actions they can perform
 Control access by document parameters or
grouping of people into teams
 Encrypt documents in storage and when in
transit over the network
Document management systems help you:
Document
management
policies govern:

12. How documents are
organised
Document
management
policies govern:

13. How documents are
organised
 Consistently capture documents into your
chosen filing structure
 Consistently capture document metadata to
help with later search and retrieval
Document management systems help you:
Document
management
policies govern:

14. How quickly you can find
the right document
when needed
Document
management
policies govern:

15. How quickly you can find
the right document
when needed
 Retrieve documents through a variety of
search methods
 Apply context based search criteria and filters
 Perform a single search across all your
documents
Document management systems help you:
Document
management
policies govern:

16. Which changes need to
be tracked over time
Document
management
policies govern:

17. Which changes need to
be tracked over time
 Manage versions of controlled documents
 Manage draft, review and approval workflows
 Identify the current and roll-back to previous
versions of a controlled document as required
Document management systems help you:
Document
management
policies govern:

18. Which changes need to
be tracked over time
 Manage versions of controlled documents
 Manage draft, review and approval workflows
 Identify the current and roll-back to previous
versions of a controlled document as required
Document management systems help you:

19. of knowledge workers suffer from
versioning issues EVERY DAY 383%

20. How you can share
documents & work with
others
Document
management
policies govern:

21. How you can share
documents & work with
others
 Author collaboratively without making multiple
copies of the document
 Protect document integrity with check-
in/check-out editing
 Share documents outside the organisation
without compromising security
Document management systems help you:
Document
management
policies govern:

22. Learn More
Learn how to identify and prioritise your
Document Management system
requirements.
Click here for the
Document Management Buyer’s Guide

23. When you want to manage documents,
not just share them
Radix Software Pty Ltd
Level 1, 12 Railway Terrace, Milton QLD 4064 AUSTRALIA
PH: 1300 725 088
SOURCES:
1, 2 AIIM 2011 ECM Survey; 3 Harris Interactive, The Case for Better Document Collaboration
www.fileplan.com