The Processes of Document Management

Document Management enables organisations to manage their documents in an electronic format.  

Document Management (DM or EDMS) is a means of electronically managing information which has in the past typically been distributed on paper. Other terms such as document image processing (DIP) and Electronic Filing Systems are also commonly used. A 'Document' may be a scanned image or an electronic document (such as a Microsoft Excel spreadsheet or Word document).


There are five processes that make up Document Management:

Scanning, Indexing, Storing, Retrieval and Archiving

• Scanning – capturing a paper document and converting it into a digitised electronic document (or 'image'). The PDF format is becoming the industry standard for images, TIF can also be used. Documents originating in an electronic format don't, of course, need to be scanned.

• Indexing – attaching searchable index information to the electronic document or the processing of data held within the electronic document. This may be done manually (by typing in the data), or automatically by using Optical Character recognition (OCR) or Barcode recognition.

• Storing – allocating space on an electronically readable media for the electronic document. This is typically on disk drives, either magnetic or optical.

• Retrieval – the recovery of the electronic document or data for viewing or printing. This includes searching the indexed data and displaying the (imaged) results.

• Archiving – the long-term storage of electronic document for possible future referral.

Replacing traditional document management methods such as filing cabinets.

Using document imaging, automatic routing and sequencing to perform multi-stage transaction type processing.

Processing information held on printed forms, including hand written information.

Converting the scanned image of the document into digital text and graphics that can be edited. OCR (Optical Character Recognition) eliminates the need to re-type documents and expands the search and retrieval parameters for documents.

Scanning documents to facilitate movement from one location to another.

See the Code of Practice for Legal Admissibility of information stored on Electronic Document Management Systems

Alliance Imager transforms paper documents and faxes into electronic documents that can be viewed, edited and distributed within a PC environment and provides document management of scanned PDF or TIF documents and electronically generated documents (such as Excel or Word) in a searchable database.

Alliance Imager indexes your scanned paperwork comprehensively and brings savings in storage space and costs. Instead of searching for that stray document, Alliance Imager enables you to retrieve it on your PC and then view, edit and annotate it!

See more details about Alliance Imager the document-management and imaging system and Alliance BatchScan the document scanning software for Twain or VRS scanners.

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