Definition of policies, responsibilities, training and document management instruments, allows an organizational and technological environment

Today we chat about document management with Nani Forte.
Freelance consultant expert in the implementation of electronic document management projects in the private sector and in public administration.

1-How important is document management today for companies?

Nowadays it has become something vital, necessary for daily business operations. And it is that, in the modern business world in which the company is oriented to management by processes, it is required that organizations, regardless of their size and scope of action, develop their activity efficiently and effectively. Therefore, in this new paradigm, in which the technological environment plays a very important role, companies are forced to have more control over their documents to record the activities carried out and increase the use and reuse of their documents in this around.

Do all of them require a document management system?

Yes of course. Referring to the UNE-ISO 15489-1:2016. Information and documentation. Document management; document management It is based on Document Management Systems (SGD), that is, on computer applications and services that allow organizations to comply with good practices in document management by applying document management instruments and methodologies and carrying out processes to create , capture and manage information assets.

2-Is it only suitable for large companies?

Not at all. All companies, regardless of the number of employees and the organizational structure, need to manage their documents. One must never lose sight of the fact that documents are information assets and, as such, they must be managed to make them profitable and obtain greater benefits, related to the provision of services, accountability, decision-making, business continuity, etc.

3-How much does it cost to have document management?

I could not quantify the amount of document management because each organization has different needs and starts from a different point. From my experience over the years, in this type of project, which is undertaken because there have previously been cases of improper access and manipulation of documents or the inability to recover vital documents for organizations, among others.

What worries most is not the price but the good execution and success achieved

4- Is it safe to have the documents in a document management?

Yes, as long as the document management system complies with the functional specifications currently developed at a national and international level, allows documents to be contextualized, fill in metadata, apply access control, security and destruction measures and use open or proprietary standards. Widespread use to facilitate long-term conservation, export, and migration.

5- If you had to say just one, what is the greatest advantage of document management?

Standardization, normalization, uniqueness. The definition of policies, responsibilities, training and document management instruments, allows document management regardless of the organizational and technological environment. And this positions organizations in a situation of unquestionable power to make certain correct decisions.

6-And the biggest drawback?

Change management. We are in a moment of transformation in which not only the efforts of the leaders are necessary, but also of the organization’s employees. The team, the communication strategy, the company culture and the level of leadership assumed, must be aligned with the objectives to be achieved and, on some occasions, they are not met.

7-Where do you think the future of the sector lies?

In the highest. I believe that document management and, specifically, documentalists are the spearhead to achieve adaptation at the documentary level of organizations in the technological environment.

8-What challenges do you think it will face in the medium term?

In high demand.

9- A wish for the future of the sector…

Greater synergy with the technology sector.