Importance of document organization
The implementation of Document Management Systems (DMS), which manage conventional, electronic or hybrid documents, provides consistency to organizations and their evidence. The automation of Document Management Systems is highly recommended, but it is essential when the documents to be managed are documents born in digital format.
It also provides information on Document Management Requirement Models that are applied in national or international environments, which can help to make decisions when defining the requirements of the organization’s Document Management System. The requirements must be fulfilled on the management of the documents themselves and also on the management system itself.
Since documents are the result of tasks, and tasks collectively form processes, the integration of document functionality into the organization’s system must be approached from a process perspective.
Importance of archival documents
EDI, which stands for electronic data interchange, is the business-to-business communication of business-to-business business documents in a standard format. The simple definition of EDI is a standard electronic format that replaces paper documents, such as purchase orders or invoices. By automating paper transactions, organizations can save time and eliminate costly errors caused by manual processing.
In EDI transactions, information is moved directly from a computer application in one organization to a system application in another. EDI standards define the location and order of information in a document format. This automated functionality allows data to be shared quickly, rather than the hours, days or weeks required by paper documents or other methods.
Today, industries use EDI to share many different types of documents – from purchase orders and invoices to quotes, loan applications and more. In most cases, these organizations are trading partners that exchange goods and services on a regular basis as part of their supply chains and business-to-business (B2B) networks.
What is the most used document
Document management consists of capturing, storing and retrieving documents. Any organization already captures, stores and retrieves documents on a daily basis; documents come to the company in paper form and also in electronic format. An invoice that comes by regular mail is obviously a paper document that can be read and accounted for. However, that invoice probably started with an order from the company. That order could be an electronic record and that means that we have two related documents that need to be kept referenced, yet they are very different in the way they are stored.
When we talk about document management system or DMS we are referring to an automated way of organizing, securing, capturing, digitizing, labeling, approving and completing tasks using a digital version of the documents or files involved in the management of an organization.
For this purpose, software is used to control and organize documents throughout the organization, incorporating captures and content, and using workflows, document repositories, output systems, information retrieval systems, etc.
What are a company’s legal documents?
The factors that cause the deterioration of documentary material can be intrinsic, when they correspond to the nature of the materials themselves. These are congenital factors, such as the type of paper, the resistance of the format, etc.; extrinsic factors, which are those derived from handling and the environment. These factors can be environmental, biological, circumstantial or human factors; there are also human-induced factors, which are the ones that most affect the bibliographic and documentary heritage; or catastrophic factors.
Of all the environmental factors, the most important in terms of its control for the preservation of materials is humidity, since it favors the development of microorganisms and oxidation and hydrolyzing reactions of cellulose.
For this reason, it is advisable to use vacuum cleaners, dry cloths or cloths and avoid the abuse of water, bleach and abrasive detergents. The cleaning of documents must be supervised by qualified personnel.