1. What is document management?

Document Management (also known as Electronic Document Management - EDM) is an information technology that has evolved over the past two decades from a basic "electronic filing cabinet" which stored scanned documents and images in electronic form on a server that could capture, index, and retrieve for future use. Today, Document Management is part of Enterprise Content Management and is a subset of Knowledge or Information Management.

Document management systems have matured from a basic archival and retrieval system to a complete information management solution. With technological advances, we have available to us the tools to properly manage paper documents and electronic files. You can store and index voice recordings, faxes, videos, pictures, drawings, computer output, and many other types of paper and electronic files. Workflow is now handeled electronically rather than manually. Information can also be extracted from word processing software to poptulated fields in databases. You can store, catalog, and redistribute information via fax, email, internet or print it to paper or CD to share with one individual or the masses at a fraction of the cost.

2. How could my county benefit from using a document management system?

It can help you and your county be more efficient with your time which will save you money. Document management systems can:

• Capture, index, retrieve, edit, annotate and distribute paper, electronic documents and images via a local area network (LAN), wide area network (WAN), fax, e-mail, printer, or the internet;
• Link other software to your document management system for a customized solution
• Distribute large amounts of information in a wide range of formats using CD or DVD technology.

Document management is a way to easily manage your paper files electronically and create more office space as well as saving time instead of spending precious minutes trying to find that paper document. Paper documents are scanned in and made into an image file (such as .tif) and filed electronically onto a computer storage hardware. You can easily retrieve, annotate, index and archive these files.

Through digital imaging and management, counties can realize both personnel and budget relief, or providing a clerk recording management solution that allows for the recording of critical records information including land and deed records, marriage licensing, probate records, and business licensing.

3. How do I prepare county government in case disaster strikes?

There are some things you can do that will help you in case disaster ever strikes your county government. Ask yourself these questions:

• If disaster comes our way, what information or data is necessary for us to run this organization or do our tasks?
• How important are taxpayer and employee records, accounting and other county information?
• How can we store this critical information so that we can 'proceed as normally possible' even if disaster strikes?

Always back up this information onto another media source, one that may stay in the office, but also onto a server that may be offsite or onto media that can be taken and stored offsite. One thing you must plan is how often you will backup this information. Having a few different off-site locations where this information is stored or backed up will help protect your time and financial investments.

There are more items to consider as well…give us a call to help you decide how you should prepare for disaster. Also view a white paper on Disaster Recovery.

4. How are my documents captured?

Either through scanning in paper documents using a high-speed scanner or through sending the document electronically via software application, email, or fax.