The Life Cycle of a Document: Retrieval
Retrieval is an activity that can be as basic as double-clicking on a file-path to open a document. Retrieval can also be as complex as accessing multiple documents, simultaneously, as they relate to an index value. As previously defined, an index value is the search criteria assigned to a document(s).
To clarify, imagine that your client, Newman Incorporated, is requesting information regarding invoices. If you have integrated a document management solution with your system, then all of the invoices for Newman Incorporated have been captured, managed, and archived. Furthermore, you may have archived all invoices associated with this client using the index value, Newman. Thus, when your accounting department is asked to retrieve all invoices associated with Newman Incorporated, they are able to quickly search the index value, Newman, and access all relevant documents on demand. This example clearly illustrates the time-saving values attributed to an ECM solution.
In addition to the practical costs saved, ECM solutions also streamline document routing capabilities. Recall the same batch of invoices for Newman Incorporated. Now, assume that when all of the invoices were received that they were submitted to your accounting department for review. Once captured, your ECM system directs the invoices to accounting. Then, each person in accounting has the ability to access, retrieve and review the invoices. Hence, the practice of pushing paper from person to person is replaced with a method that securely delivers your documents in a prompt manner.
Ensuring that your documents are acquired accurately, that their information is managed properly, and that each file is stored in a format that can be accessed quickly---are all processes that are better left to technology.
Once familiar with the phases in the life cycle of a document, the value of allowing an ECM solution to manage the information that is vital to your success becomes apparent---Save time; save costs; increase effectiveness. In a professional climate that requires immediacy, an ECM solution is a critical tool that maximizes opportunities to navigate your industry.
