Document management is define as an area of activity that includes active and systematic control of the creation, receipt, preservation, use, and selection (transfer) of documents, including the processes of inclusion in the system and preservation (in the form of documents) of evidence and information about business and management activities organisation.
IT outsourcing companies in Dubai practice document management strategies are based on the development and adoption of necessary organizational provisions, development directions, and standards, procedures, and practices, as well as the design and implementation of document management systems following the needs of the organisation and the requirements of regulatory legal acts.
The strategy of document management in an organisation should include both a procedure for documenting the activities of the organisation (which documents are required; when, how and where they should be included in the system) and a plan for implementing an appropriate document management system.
The organisation must establish, document, maintain and disseminate the main organizational provisions, development directions, standards, procedures, and document management practices to provide the necessary evidence, accountability, and information about its activities for its work.
The main organizational provisions, development directions, standards, procedures, and practice of document management should result in official documents that have authenticity, reliability, integrity, and suitability for use.
Organisations should determine and document the main organizational provisions, development directions, standards, procedures, and practices (in general, policies) of document management. The purpose of this should be the creation and management of authentic, reliable, and usable documents capable of supporting managerial and core activities for the necessary time. Organisations must ensure that these activities are kept informed at all organizational levels.
The main organizational provisions, development directions, standards, procedures, and document management practices should be adopted and approved at the highest level of managerial decision-making and distributed throughout the organisation. Responsibility for compliance must be shared.
The mentioned components of the organisation of document management are developed based on an analysis of management activities and should determine the areas in which normative legal acts, standards, and practical recommendations are most applicable to the creation of documents related to business activities. At the same time, organisations must take into account the features of their core business, as well as economic aspects. A document management organisation should be reviewed regularly to ensure that it reflects the changing requirements of management activities.
Documents are managed by both managing documents and other persons creating or using documents in the course of their activities, which makes it necessary to determine the responsibility for documents and distribute it among individual employees of the organisation.
Responsibilities and powers in the field of document management should be distributed among the following employees of the organisation:
Responsibilities for document management should include the following:
Thus, the top management of the organisation has the most significant responsibility for ensuring the effective management of documents. It promotes compliance with document management procedures throughout the organisation.
Division managers are responsible for ensuring that their employees create and store documents as an integral part of their work and in accordance with established procedures and standards.
At IT companies in Dubai, the employees of the organisation that creates, receive, and store documents in the course of their daily work should do this in accordance with established procedures and standards. Besides, if temporary workers are involved in managing the organisation’s documents, it is important that they comply with relevant procedures and standards.