Good document management would prevent unauthorized access to your confidential documents, and leakage of confidential data about other persons that comes into your system. By law, you have to keep such details confidential. If you don't, the affected person could claim damages against you.
There are other benefits, like easier access to needed documents and convenient yet more effective working practices that good document management produces. Procedure Manuals provide guidance to staff on how to carry out their work efficiently and in a manner that fits in with the overall business operations. It would include instructions like what documents to create and how to work with them. Read in detail. Well-planned work flows help staff to work without serious problems, and achieve desired results. In addition to improving productivity, it also improves working conditions. A good DMS would ensure that only authorized persons see documents, and that the actions taken by each of these persons are clearly documented. Follow to read more here. How could two or more people work on a document easily and optimally?
The DMS software would consider this issue where collaborative working is involved. More on Document Collaboration. The variety and volume of documents make it absolutely necessary to have a good system for classifying and sorting these into easily understood categories and sub-categories. This is the first requirement for facilitating subsequent retrieval. More reading.
The issue here is how to keep the documents from being lost or damaged through natural events or human actions. The storage procedures and equipment would be designed to guard against these dangers, at an economic cost. Document storage management. Good classification and storage systems would ensure that needed documents can be located easily and retrieved quickly. Read Document Retrieval. We look at the impact of computers on document storage and preservation practices.