Document Management Process: A Comprehensive Report on Implementation

This report provides a comprehensive overview of the document management process, emphasizing its importance in enhancing organizational productivity and efficiency. It highlights the crucial needs addressed by effective document management, such as improved collaboration across geographical locations and reliable version control. The report outlines the benefits, including time-cost savings through faster document access and increased productivity via streamlined processes. It delves into organizational standards, emphasizing factual, accurate, and complete documentation. The document validation process, involving planning, gathering, testing, and release, is thoroughly examined. Furthermore, the report details the steps involved in document production, from determining scope and audience to writing, identifying process boundaries, and resource evaluation. It also discusses the costs associated with standard document implementation and the role of software applications in automating and optimizing the documentation process, ultimately leading to improved productivity and efficiency. The report concludes with references to support the findings.

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DOCUMENT MANAGEMENT PROCESS
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There are several crucial needs for the organization to have a good design and production
of documents. The document management process has numerous benefits aimed at improving
the productivity. Among these needs, benefits include the need to increase collaborations and
communications across a wide geographical location which can be facilitated through the
internet. Another aspect is ensuring a reliable document version control where organizations
need to maintain current information. Document processing helps to increase time-cost savings
where the managers can access documents faster for the decision-making process. Documents
should be easy to access from any place other than the office. Besides, technology helps to
improve productivity by reducing document processes such as editing, tracking and sharing.
Organizational standards that meet the organizational requirement are based on several principles
of documentation which include, factual, accurate, complete, current, organized and compliant to
the organization (Dancik 2004).
Document validation process is a process carried out by an organization to ensure that the
documents meet the standards required. These processes have an influence on the design, testing
and manipulating the documents. The process begins by validation planning where the decision
is made for purposes of validating the system. It is followed by gathering where the documents
are reviewed and approved. What follows is the testing protocol which ensures all the system
meets the requirements. The system release ensures the documents are released for end users and
if changes need to be made, they should not unexpectedly influence the system.
The document production involves various steps. These steps include determining the
scope of the document to ascertain the process that should be followed. This process includes
considering the audience for whom the document is addressing. What follows is writing the title
and introduction that describes the process by providing the context of why it has to be

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accomplished. Process documentation will describe the individuals who are going to be involved
as well as defining their roles. Identification of the process boundaries should also be addressed
by indicating the start and the endpoints. After, determining the output of the process is carried
out which is followed by evaluation of the resources needed to perform the process.
Brainstorming of the activities required is followed by way of listing (Saulinskas, Paliulis &
Meidute-Kavaliauskiene 2013). The listings are then used to develop a step by step process by
ensuring that the steps are limited using subheadings. Expanding of the steps is followed by
ensuring detailed information is provided. One should construct a flow chart to provide the
visual element of the steps. The information is then formatted, tested, reviewed and ensures the
information is updated periodically.
There are various costs that are associated with the implementation of a standard
document which includes reworks, delays, re-designing, failure analysis retesting and re-
inspection. As a result of advanced technology, it is possible to have a software application that
is drafted for purposes of different computing roles of documentation process. These software
applications are programmed that use computers to generate specific documents based on the
functions that the application is meant to accomplish. This process is automated for purposes of
improving productivity and efficiency in process documentation (Dixon 2014).

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Reference List
Dancik, R. 2004, The Value of Document Management within ECM, Information Today, Inc,
Camden.
Dixon, D. 2014, "Service Providers: Deliver Long-term Business Success with Document
Management", Image Source, vol. 16, no. 9, pp. 18-18,20.
Saulinskas, L., Paliulis, N.K. & Meidute-Kavaliauskiene, I. 2013, "Theoretical and Practical
Aspects of Logistic Quality Management System Documentation Development Process",
Contemporary Economics, vol. 7, no. 4, pp. 57-72.