ABBY Document Management Solution
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.
Document Management Solution Includes
- Adoption of necessary organizational provisions, development directions, and standards in the field of document management;
- Distribution of responsibility and authority to manage documents in the organisation;
- Establishing and disseminating detailed procedures and guidelines for document management;
- The provision of services related to document management and the use of documents (to meet the needs and protect the interests of the organisation and its customers);
- Design, implementation, and administration of specialised systems for document management;
- Integration of document management in management systems and processes.
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:
- Document managers;
- Specialists in the field of information systems and technologies;
- Control of the organisation;
- Heads of departments;
- System administrators;
- Other employees for whom the creation of documents is part of their work.
Responsibilities for document management should include the following:
- Responsibility and accountability in the field of document management is assigned to a manager who has the necessary authority within the organisation;
- The responsibility of executives is to support the application of essential organizational provisions, development directions, standards, procedures, and document management practices throughout the organisation;
- Specialists in the field of document management are responsible for all components of document management, including the design, implementation, and maintenance of document systems and their operational characteristics, as well as for training all employees of the organisation in document management and operation of document systems in individual practical activities;
- System administrators are responsible for ensuring that all documents, when requested and used by the organisation’s personnel, contain accurate information, are accessible and readable;
- All employees of the organisation are responsible and must account for the creation and maintenance of holistic, reliable, authentic, usable documents reflecting their activities. Document management specialists establish a unified document management policy, procedures, and standards in the organisation, as well as ensure the implementation of document management processes.
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.