There is no doubt that documents play an important part in every business and it’s probably obvious that a vast amount of time and effort gets put into the creation of documents in every business.
Documents capture the intellectual property of your organization and are valuable information assets that have a truly intrinsic value, yet most organizations fail to properly manage these assets leaving the responsibility of managing documents to individual workers. Documents get created when needed, shared (generally via e-mail), often duplicated many times and ultimately orphaned as they languish untouched on a network share or in someone’s personal mailbox becoming inaccessible and chewing up IT resources.
We have taken a fresh approach and designed Document Manager to achieve the following: -
Instead of making copies of documents when distributing, Document Manager introduces the idea of document sharing. Only one copy of a document ever exists and it is simply shared with other users, groups or customers. Each person the document is shared with gets a pointer to that document (rather than a copy), the pointer gives them specific access rights to that document and its metadata. By adopting this model duplicates simply do not exist which is efficient and more manageable.
It is only possible to hold a document in Document Manager if the document is owned by someone. It is not possible for a document to exist unless it has an owner and by implementing this simple policy in the design of the solution the possibility of a document being orphaned is eliminated. This is good practice for any business and ensures that valuable documents remain current, active and maintained until retired.
Each document maintains a status and a life cycle with schedulable review dates associated with the document. This ensures that documents remain current and relevant.