Up until the 1980s document management was better known as filing. Vast cabinets and storage units were filled with paperwork and other archival material awaiting dust, disintegration and often eventual disposal. In some cases, such as library and museum holdings, much of this sort of physical material is highly prized; relevant for future generations of students and historians or fragile to the extent that it would be unsafe to scan. Much of this material, however, is less precious, at least in cultural heritage terms. And much of it will still be in a state that will definitely survive computerisation through scanning. And once physical documents have been scanned they are just so much easier to process. In fact, document processing in this day and age can for the most part totally bypass the printer; it can all be done through computer management systems that create less daily waste and help keep offices in tip top shape. Invoice processing is almost certainly a job that can be done paper free. Clients will be glad of this; it means that their payments can be made and received quickly and in a totally transparent fashion.
Discovering how to manage documents efficiently is a skill of utmost relevance to almost everyone in employment and in particular those who run businesses. From the independent self-employed to the multinational corporation, few businesses can afford and certainly do not wish to waste time and money. For the freelancer, who can only take on the amount of work they have time for, and will not want to spend as much time making out invoices and storing data as they must dedicate for the task in hand, this would clearly be a false economy. As such, a document management system can be put in place, whereby computer files are appropriately labelled according to their subject matter and date. At the other end of the spectrum, a multinational corporation will have huge volumes of data and money incoming and outgoing daily. Balancing the books in this instance is therefore essential even for outwardly successful companies to ensure they stay afloat: if outgoings are delayed a false impression could be given of one’s profits and business could easily slide into decline.
Small and medium-sized businesses ensure their long-term survival by establishing excellent relationships with their clients, many of whom will trust them with private information. From banking details used for invoice processing, to health records requiring conscientious document management, client data must be safely stored and easy to retrieve. Good document processing practice will ensure information stays safe.
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