Document management systems
It’s not a secret that it’s difficult to understand such difficult system as document workflow. Ten thousands documents, various channels of movement of entering and proceeding document streams, managerial levels etc. – certainly, top-managers of many average and large companies faced the complexities in the organization of document management systems. So, what is it worth to pay attention? We mistakes we do forming and supporting office-work and document management systems?
Firstly, document management systems is poorly integrated into a control system. A classical situation when the system of documentary streams lives by its life, and the business processes does by their ones. Finally, the imperative is to have information supplement for each administrative document (that is standard documents, technological descriptions etc.). The document shouldn’t be created in «air», it should have a real reinforcement. It should be based on real information-analytical maintenance (the result of the situation analysis); have the circle of specifications and standards helping to put document action into practice.
Secondly, the document management systems should not be assigned to functional heads like the chief of an economic board, the head of IT division, financial and sales manager, etc. Office-work should be in conducting the chief executive – the first deputy of SEO. Finally, the document management systems are the part of the general information-providing complex which includes:
Methodological direction;
Information-technical maintenance (IT);
Information service of the enterprise work (examination, management of databases, etc.);
Information logistics (mail, express service).
Remember that it is necessary to develop strategy of development of information supplement. The harm to effective document workflow is put by such factors as absence of the account about the condition and movement of documents and disorder of standards and requisites of documents.