Document management systems can be an excellent way to support and provide efficient processes. But some early adopters moved forward with a system without first taking the time to think about an overall records management strategy—and have ended up with a system that has actually added more workload than helped improve processes. For these early adopters, staff can spend several hours a week scanning paper documents—a large percentage of which are never viewed again.
Many document management systems serve as little more than electronic filing cabinets—storing duplicate information that already transferred through a routine business transaction into the ERP or SIS. These systems don’t add much in the way of business process improvement.
Implementing Systems
Document management systems have evolved from simple records storage platforms—essentially electronic filing cabinets—to sophisticated systems that support web forms and workflows linked to the ERP.
A well-chosen and fully-implemented system will provide many benefits beyond the filing cabinet. Some of the most important include:
-Advanced data collection. A platform to support sophisticated web-form enabled data collection tied to workflows eliminating the need for paper forms
-Integration with other applications. Actions undertaken through the document management systems can be tied directly to data changes in the primary database
-Ease of sharing and collaboration. End users in multiple locations can review, annotate or take action on the same documents.
By creating a document management plan in conjunction with a review and modification of the records retention policy, business processes can be improved--and redundancy can be eliminated.
Talk with us
Consider a review of your records management practices and current or intended use of a document management system. Whether your institution is an early or recent adopter of a document management system or just now considering a document management solution, Wendy Kilgore, PhD, AACRAO Managing Consultant, can assist your institution.
For more information, stop by the AACRAO Consulting booth at the AACRAO SEM Conference or contact us at (202) 355-1056.