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Ana Canteli

Written by Ana Canteli on 13 August 2021

In the summer season, when productivity slows down in various business sectors, it is ideal for assessing the possibilities of improving management in the company through projects of several types. From the approach of courses to improve digital skills, in line with the philosophy of continuous training. Until the organization of software projects in the entity. For such disparate but still related initiatives, the team in charge of implementing a new ICT tool may not be the recipient of it. It is very convenient to offer staff the opportunity to learn new skills. Not surprisingly, when an organization considers investing in a computer project, it improves in several aspects.

  • Improve information security
  • Facilitate data recovery
  • Reduce storage space
  • Promote more attractive collaborative environments
  • Guarantee version control
  • Provide an adequate audit trail

Among other objectives, to address all these changes, it would be very positive to offer the organization members the possibility of expanding their digital skills through training to improve their and strengthen their position in the labor market.

Do not forget that information is a significant asset for any organization. The documents facilitate management and decision-making, contribute to maintaining transparency and create intellectual capital and memory. In addition to being essential for providing services or accountability, these have value as evidence at the strategic or legal level.

On the other hand, it must be taken into account that the rapid development and expansion of ICT, motivated by the demand for data in greater quantity and quality, the progressive abandonment of paper, among other factors, inexorably make society as a whole move towards a more digital reality. And with this, we need to work with technological tools that help us address the use and management of the information that companies create and manage.

In this regard, it is necessary to recognize that many organizations are still not aware or do not perceive that their documentation is part of their assets, just as their movable or immovable property is also part of their patrimony. Only when calamity occurs, do they realize how important they are to continue the activity or preserve the organization itself.

In this sense, document management helps control information, and specialized electronic document management software helps achieve this goal, providing many benefits; among the most important, saving time and money and better document preservation. These advantages contribute to increasing the effectiveness of the organization and making it more resilient to changes.

Document resource management, business processes, collaboration, knowledge management, information reuse, information life cycle management, change management, business architecture. The idea has been sold that all these factors can be addressed by implementing new technological tools. But can such a claim be sustained if the people who use them don't know how to do it? Or when are they unaware of the meaning or scope of their tasks? The implementation of technological solutions also raises new needs; how to define and apply long-term preservation policies, integration protocols - of the new systems, with the pre-existing software in the organization - even coordinated software acquisition and implementation plans, to name a few.

Document management systems, such as OpenKM, bring together the necessary functionalities for managing electronic documents and paper documents.

It serves to make it easier for companies to organize the documentary collection, control it, maintain the relationship between the files (this allows improving the organization with the creation of expedients, for example), guarantee the documentary flow between entities - users, departments, systems, etc.-

High-quality document management software also serves to exercise control over the elimination, temporary conservation, or definitive preservation of information; according to document retention tables that, together with the document classification tables, document inventories, access control tables, and other document management instruments, guarantee the correct implementation and development of the organization's document management system over time.

As can be understood, to face all these requirements, it is essential to have a reference framework for the implementation of a document management system based on international standards to define the functional and operational needs of the system. This will be based on the document management policies, procedures, and practices that will determine the best management model for the company.

For all these reasons, OpenKM, together with the Higher School of Archival and Document Management of the Autonomous University of Barcelona, offers the Consultant course in implementing document management systems. This way, the beneficiaries can undertake this type of project strategically, with guarantees of having all the necessary knowledge to tackle it. Don't wait any longer, and take advantage of the summer offer, accessing the course at half price.

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