Document Management and Electronic Document Distribution
Electronic document distribution involves sending information to a group of people in a digital format. Previously the primary method of electronic document distribution would have been using a fax machine; however, it is now mostly done via email using the internet. This method of document distribution provides a fast and efficient way for information to be sent to those who require it. It will be received in a printable format, so if a paper document is required this can be created.
Who uses Electronic Document Distribution and why is it advantageous?
Electronic document distribution is primarily of use to businesses who wish to communicate data within the company, to other businesses and on a larger scale to their client base. Such documentation can include monthly newsletters, customer invoices, account statements and dunning letters.
The ability to send documents electronically saves a great deal of time and money which would have gone into the printing and posting of these documents to the individuals. Equally, the instant arrival of a document, such as an invoice, with the intended party can largely speed up the working of a company. An invoice for costs sent by electronic document distribution can result in a payment being received on the same or the following day. Within a company, the ability to inter-communicate at speed allows decisions to be made, or actions to be taken more efficiently.
Electronic document distribution also presents a superior level of security to traditional methods as a private document – a bank statement for example - will not make its way onto paper unless the receiving party prints it. Documents are more difficult to track or trace once they have entered the postal system, and in this paper format a statement could easily be intercepted. Electronic document distribution means documents are only accessible by those sending and those receiving. This increased level of security is particularly important with private documents such as a customer statements, invoices and dunning letters.
Document Management
Further security is achievable from electronic document distribution using a document management system. This tracks documents in the form of computer data files and stores them electronically.
Implementing a Document Management System
Document storage involves finding a suitable and accessible computer based location, so that documents such as invoices are available to the appropriate parties. Security of the document is also of importance, and a well installed document management system will ensure that only such parties will see the document.
An example of this could be a customer who has a received a dunning letter from a company and wishes to make enquiries or payments. If they telephone a company helpline, it is important that the company's telephone representative is able to bring up that customer's invoices and history on the computer screen in front of them. This is only possible if a document management system has been suitably fitted. On the same note, the document should not be accessible to the phone operator unless certain computerized security checks are completed, confirming the customer's identity.
A successful document management system will also need to consider the way in which documents are archived, and for how long they need to be retained. For example a dunning letter might be considered redundant once a customer has paid off the amount owed; however a company may wish to keep it as means to provide future evidence of the customer's late payment.
