DOCUMENT MANAGEMENT SYSTEM
What is a Document Management System? Issues Solutions
Electronic document management systems (EDMS) store and track images of paper and/or electronic documents. These systems commonly provide structured workflow for document check-in, check-out, approval, storage and retrieval. An EDMS delivers the following key capabilities:
- Accept documents from different sources
- Retain and maintain documents safely (backup and recovery)
- Manage steps in a document life cycle including review, revision and approval
- Index documents to speed search and retrieval
- Retrieve documents for viewing, sharing and/or manipulating
- Manage and retain knowledge
- Provide security so that appropriate, and only appropriate, access is allowed
- Comply with records management guidelines and policies
Document management systems are one core element in Knowledge Management (KM) strategies. They are cornerstone technical tools for KM.
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Up to 80 percent of all organizational knowledge sits on desktops, PC hard drives or in drawers.*
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The average office worker spends up to 35 percent of his or her time searching for information they need to do the job.**
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The first part of most design projects requires significant expense in re-documenting as-built conditions.***
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More than 40 percent of the U.S. workforce plans to retire in the next five years. Their knowledge about documentation must be captured to be searchable and accessible.
There are many EDMS vendors on the market. Picking the best-fit system for your organization’s requirements ensures the tool is appropriate for your size, business areas, functionality and complexity. Regardless of whether a utility has an EDMS or not, most utilities still need to define business processes and policies (e.g., backup, version control) to capture and secure their documents.
Once software is implemented, organizations still need to convert mountains of paper documents to searchable, electronically accessible information. This activity must be assessed, planned and performed economically to meet your broad document management goals.
Solutions
Effective document management solutions align technology
and best practices with the organization’s specific requirements
for improvement. Understanding users' needs and how different systems
meet those needs is essential to selecting a system that fits the organization.
We leverage this knowledge to help you configure the system for maximum
effect.
To improve document access and control, Westin combines a deep knowledge of water and wastewater business and operational practices with related information requirements. Westin works with you to:
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Define an organizational document control strategy and policy
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Develop prioritized business requirements that reflect needs of different departments
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Define system requirements for throughput, capacity, presentation modes, workflows and security
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Identify and select technology that supports requirements
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Fully implement a document management system from the standpoints of people, process and technology
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Develop a document conversion plan
Document management implementation has numerous special considerations for water and wastewater utilities. In addition to standard configuration issues, document management system implementations must address regulatory document life cycles, document types, use of templates and standards.
Westin applies our proven
SILC™ methodology to help you navigate the aspects of your document
management project. Westin’s knowledge of the water and wastewater
industry, relevant best practices, technology options and how these pieces
fit together is the foundation for your success.
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* KMWorld, March 2003
** META Group, Inc., July 31, 2002
*** AwwaRF Project 2933, A Knowledge Management Approach to Drinking Water
Utility Business