| Ask people what the phrase "document | | | | is that it allows people to store documents in a |
| management" means, and the answers you get | | | | logical folder structure while also including useful |
| will vary widely. For some, it's a catch-all term | | | | metadata attributes and providing full-text |
| used to encompass everything from document | | | | indexing. The combination of a logical tree-based |
| scanning, to version control, to document | | | | folder structure and metadata allows people to |
| retrieval, to document creation, to electronic and | | | | quickly navigate to documents or to perform |
| paper archiving, to document retention, and more. | | | | detailed searches for the information they need. |
| However, going deep into document | | | | The additional metadata associated with each |
| management, there are some key aspects at the | | | | document generally allows for a flatter (fewer |
| core that make management of information | | | | sub-folders) storage hierarchy meaning easier |
| effective. These are Metadata and Indexing. | | | | navigation and fewer misfiling of documents |
| Going as far back as records were kept, hand | | | | because the metadata attributes are displayed on |
| written documents were stored in folders and | | | | the screen along side of the files as sortable |
| boxes based upon an agreed upon structure | | | | column values. In addition, metadata attributes, |
| designed for easy document retrieval. Shelving, | | | | when combined with full-text indexing, allows for |
| filing cabinets, boxes and folders were used to | | | | searching that breaks the bounds of a folder |
| implement a logical sub-structure system for bulk | | | | structure and eliminates costly, labor intensive |
| storing documents. An early example of the | | | | searches when the search criteria doesn't match |
| process was one used by governments for | | | | the folder structure. |
| maintaining birth certificates. The storage of birth | | | | Digitizing metadata can generate great efficiencies. |
| certificates could be maintained in a filing cabinet | | | | Using the birth certificate example, when a |
| labeled by the hospital's name, in a drawer | | | | request is received for a copy of a birth |
| marked with the year, and in a folder named by | | | | certificate using a shared file server based |
| the month. This structure of birth certificate filing: | | | | exclusively on a folder hierarchy, the search will |
| hospital name - year - month, is the rudimentary | | | | fail if there is a requirement to retrieve |
| basics of metadata attributes, and is designed to | | | | information not represented by the folder |
| allow for efficient document retrieval. | | | | structure itself. For example, a search that |
| With the evolution of affordable shared file | | | | requires all birth certificates issued with Dr. Smith |
| servers people began producing exponentially | | | | as the attending physician over the last nine |
| more documents, yet the process of storing and | | | | months. If the doctor's information is not |
| retrieving the documents followed similar | | | | associated with the folder structure or part of the |
| techniques as the old paper-based storage | | | | file's name, manually opening and reading through |
| methods. Documents were stored and managed | | | | the content of all the documents throughout the |
| on shared file servers using folder structures that | | | | storage system is the only option for gathering |
| essentially mirrored the paper filing process. | | | | the required records. |
| The benefit of a document management system | | | | |