Assure document security after scanning
After the completion of the digitization process, it is important to store them in a proper repository from where the documents can be retrieved systematically. However, in many cases, simply retrieving a document may not be enough. It may require simultaneous viewing, downloading, sharing or linking, across multiple locations. In such cases, saving digitized documents in hard disks may become a barrier in the process of collaboration. Email may be solution, if we do not rule out the possibilities of power outage or hard disk crash! But is the infrastructure of all offices ideal enough to combat the persistent hassles of hard disk crash, data loss and power outage? No!
A web or cloud based document management system is the answer, where data is stored in its virtual server, thereby minimizing the unpleasant chances of dataloss. This server can be accessed by authorized persons with their username and password and can practice data sharing with the help of an inbuilt collaboration system. In instances of power outage, the user can access the data stored in the document management system with the help of his smartphone or tablet without wasting any time.
Some such leading document management systems that serve these purposes are Alfresco, i-doc, Google Drive etc.
If security and accessibility is the primary role played by a document management system, there is yet another secondary, but very important contribution by such software, which is audit trail and audit log. Every important document needs to be associated with an auditable trail of â€śwho touched it whenâ€ť, especially if these documents address important information of the organization. Administering these documents and tracking the changes made on it through a trail is definitely an added advantage.