The formal way
of managing documents was usually a storage system in an independent
system, personal PC, paper document or Hard-copy. This simple way of document
management has a problem in security, difficulty in document version control,
increase of cost related to document storage and errors occurred by the wrong
use of document. The manual process of paper documents management takes too
much time on search/sorting/delay/edit/authority processes.
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Record Management |
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file folder management
containing paper documents |
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Form Management |
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management of filled form
documents for data gathering/reporting |
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Report Management |
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management for printed reports |
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Directive & Manual Mgmt |
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manual, policy, order document
management |
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Archive Management |
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management and storage of
official documents by document management policy |
Deducted problems
- Delay on decision-making due to lack of information
- Cost increase for office work
- Waste of system resource due to overlapping information
- Absence of Vital Business Data management
- Weak security on information
- Lack of flexibility and immediacy |
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Necessity of document management implementation
1. Due to outburst of documents or information
to be processed and managed, Enterprises are implementing EDMS in order to
improve productivity of workflow and solve enterprise's problem of document
management.
2. Due to lack of document or information share and the absence of standardized
document management policy, there is an increasing need of setting a standard
rule of classifying and managing document.
1) Lack of document classifying standard
2) Lack of document record management
3) Lack of document standard
4) Excess of documents to be managed
5) Lack of information share
6) Inefficiency of document flow
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