Document management captures all documents and information, bringing them into a managed environment. This includes both electronic and paper documents, not just those created internally but also those received from external sources, which are then treated in a unified way. It creates a single start point when searching for information, making documents easily accessible and quickly retrievable.

The obvious benefit is that information can be retrieved and distributed quickly and efficiently; most companies who use document management systems claim significant productivity benefits. Also whereas a paper document is in one location and can generally only be viewed by one person at a time, the electronic equivalent can be made available worldwide to any number of individuals.

Once the information has been captured electronically, the physical documents can either be eliminated totally, or archived off site, hugely reducing storage space and costs. Moreover peace of mind comes from the knowledge that the electronic data is totally secure, and not prone to deterioration or accidental damage.

It's not just images that can be stored. A document management system can store virtually any type of data including text documents, sound files (such as voice messages) and video clips.

Whichever document management system you chose, your information will be created and stored in a structure that is logical to you. You can easily retrieve what you are looking for by navigating your own personal filing system. Alternatively, the latest technology allows rapid keyword searching across all your documents - allowing you to retrieve that vital piece of information in a few seconds.

First, you should look at the feasibility of a document management system and assess the realistic benefits to your organisation. It's often a good idea to start with one department or area of the business that will gain considerably from such a system, in a relatively short space of time. Your primary aim should be to implement a system that is easy to use and makes your information easy to access. Once the decision regarding the system has been made, you can capture your existing information by scanning or importing documents into your system.