Document Management

Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term "management" implies control of information from the top of the organization, an effective document management system should reflect the culture of the organization that is using it. That's why Bits In Glass provides you with a document management system that is flexible enough to allow you to tightly control a document's life cycle, fits your enterprise's culture and goals, and also to let you implement a more loosely structured system that better suits your enterprise.

 

The document management planning process consists of the following major steps:

1. Identify document management roles - Ensure that our plans incorporate the feedback of your organization's key stakeholders, that we have the right team in place to implement the solution, and that we know who will participate in document management processes. 

2. Analyze document usage - After we identify who works with documents, we determine the types of documents they work on and how they use them. 

3. Plan the organization of documents - Documents are organized in site collections, sites, and libraries. Within a library, we can further organize content into folders and subfolders. 

4. Plan how content moves between locations - It might be necessary to move or copy a document from one site or library to another at different stages of its life cycle. 

5. Plan content types - Use content types to organize information about types of documents, such as metadata, document templates, policies, and workflow processes. 

6. Plan workflows - Plan workflows for your organization, where you can control and track how documents move from one team member to another as each participant collaborates in a document's life cycle. 

7. Plan content control - Plan the appropriate degree of control based on content type or storage location. 

8. Plan policies - For each content type, we plan information management policies to ensure that documents are properly audited, retained, labeled, and otherwise handled according to your organization's institutional and legal requirements.