The company acquires and produces a large number of documents throughout its activities. Some of them are vital (title documents or contracts) and must be respected in accordance with the legal framework.
Third, the so-called “working” documents, such as protocols, reports, office documents, can be used to make a decision. Thus, the management of documents and their preservation in the company are important activities. Document management software is responsible for this.
They meet legal and legal goals, heritage issues (creating corporate memory and storing documents related to the history and activities of the company) and strategic issues. The first solutions designed to manage documents produced at the enterprise were spreadsheets or database management systems (DBMS). This allowed us to process documents external to the management system, most often paper ones: library catalogs, reference databases.
A large collection of electronic documents is stored on the server or document storage. There are a number of elements that today encourage a company to reflect and rethink the technical, administrative and commercial data management infrastructure. Indeed, we are witnessing the inflating of documents, a significant part of which is either poorly integrated into the existing system or practically not used. Currently, the task is to manage the stages of content production, the flow of documents, supporting an approach aimed at organizing the company’s memory and access to this memory. That is why this internship is part of a reorganization and information management project, which should become an effective tool for the strategy and development of the company.
However, in the office of the technical director, two cabinets filled with archive boxes contain a lot of paper documentation. Most customer managers also have technical documentation in their offices. In fact, this paperwork is distributed to the company in several places due to lack of space. It would be possible and interesting to build a corporate library taking into account the volume of existing documents, but the premises in which the offices are installed are used to the maximum. Since expansion is not possible and no transfer is planned, paper documentation cannot be collected in the same place.
The most striking fact observed upon arrival is the imbalance between the time planned to complete the mission and the impressive amount of files, paper or computer that needs to be processed. From the very beginning I decided to devote my maximum time to the implementation of electronic archiving, because this was a priority for the company. Consequently, the implementation of the library was only briefly discussed. On the one hand, this library already exists in paper and computer form, since last year it was the subject of an internship.
On the other hand, writing documents from this library to a database created in Access does not seem to satisfy all staff. This is not enough for document tracking services. Some of them would prefer that documents be stored by keywords rather than by dimension.
Documentary research would be easier. Therefore, continuing to save documents in this form does not seem reasonable, and changing the database will take too much time and, above all, will go beyond the internship. In addition, the director sent me a document sent by the company, the supplier of document management software, asking him to conduct a study to find out if it would be interesting to provide such tools to the company. This study was not part of the objectives previously identified in the internship. But, given the wealth of document management software and the opportunities that are offered to create a real business information system, we suggest integrating the results into this report.
Today, the environment for archiving documents is no longer necessarily a paper medium, as well as an electronic medium. That is why, realizing the problem of preserving documents, companies resort to electronic archiving of documents. The definition of archiving policy requires a preliminary analysis of the company’s documentary heritage (its origin, use and destination in the company). Then it comes to defining archiving modes, and then modalities for implementing internal archiving, that is, within the company.