Applications of the document management

The document management differs depending upon kind of the documents and ranges of application.

Commercial documents

A majority of the documents in enterprises has a commercial character. For commercial letters, vouchers, taxrelevant data and other contract and business information defaults for the keeping (e.g. tax code, GoBS, GDPdU and other one) exisitieren. Business post office can be destroyed after scanning, if the information is indexed completely, and transferred invariably into a revision-safe electronic archiving. Documents developed originally electronically must be administered also in electronic form with document management systems. The document management of commercial documents is connected frequently with ERP systems, since in this customers and transaction data to the documents are administered. Also enamels can represent commercial documents and are in the actual relation with document management solutions to be administered accordingly electronically.

Technical designs

In design engineering departments, mechanical engineering enterprises and similar enterprises technical designs are kept. It can act thereby around ten or hundredthousands of often large sized designs, which are kept flat typically in large drawers. The references are called here drawing numbers, do not have to be however necessarily numbers. The technical document management permitted in this case the search for kind of the design, in particular also the client, and makes the drawing number available. Besides further production references, suitable machines, are indicated as. The designs are usually format-dependently stored.

Libraries

Libraries stored their books in enormous magazines, to which the visitor has usually no entrance. It searches in a document management system at the screen, determines the registration department designation and orders on the basis these the book to the check-out counter. An example for this is external on the sides of the German library as on-line catalog OPAC.

Authority documents

A great many documents are at authorities. They are called there documents. Documents are usually kept in the registration department and requested if necessary by the official. The requirement is made by the file reference. Over the kind of the file reference there are detailed regulations, which are different to authority however from authority. Without file references a document cannot be found usually any longer. An example of the file reference assignment at the Federal Social Court is in the there reference number system. For the administration of electronic documents at authorities the cathedral I/O concept was developed.

Other documents

Innumerable institutions so e.g. keep documents. Hospitals, commercial concern, associations, independent one etc. the fundamental problems of the re-find are everywhere the same. Nevertheless all cases are differently stored. So is the order of magnitude of the number of documents of importance. It is a difference whether only ten thousand ones or several millions of documents must be administered. The privacy of the documents is very different; some are secret, others are public. Also the question, who looks for documents, is substantial. If this is the broad public, the representational forms from itself must be out understandable. If only trained personnel accesses, this is not necessary and in cases of confidential documents also not desired. Also it is substantial whether the documents change or not, whether it substantially to increase or not, whether it frequently or only very rarely is to be accessed. Depending on document management systems must be differently laid out.

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