Documents play a strategic role in enhancing the productivity of any organization and improving the customer service. Be it in electronic or hard based form, documents allows users to store, retrieve and manage all the important data information and other property.

As the area of work is expanding, it has become essential to properly manage the important information so that they could be used and reused whenever required and act as a tool of storage. According to a Gartner report, 7.5 billion documents are produced worldwide each year and one in five workers spend at least 60 percent of their time dealing with documents.

According to the report organizations spend up to 15 to 20 percent of their revenue on documents. Up to 30 percent of the identified document output expenditure within an organization could be saved by passing control to a document expert.

Document management is one solution that is designed to make the process of finding and sharing information an easy and convenient method targeted to increase the efficiency of an organization by saving time. The solution is designed to organize content in a logical way and makes easy to standardize content creation and presentation across an enterprise.

Besides, it promotes knowledge management and mining of the stored information. It harnesses valuable features of documents like template creation, document authoring, reviewing, publishing, auditing and even destroying or archiving.

Varied Definition Document management solution is a vast term and every vendor has his own solution for different customers, depending on their requirements. Canon defines document management as a solution that contains three parts including documents, index and attributes where index contains all the headlines and authors. Attribute contains the kind of content it is (whether it is text or image) and document is the entire material in each content. According to the company document management solution is all about archival, retrieval, index and workflow. Xerox defines document management solution as the activity to manage the documents in any form and its movement within an organization. "Within this solution, Xerox has adopted the Lean Six Sigma approach to deliver cost reductions, reduce process variability and remove waste from complex processes. Lean Six Sigma is a disciplined, data driven approach that increases speed by removing non-value added activities (Lean) whilst minimizing the defects of process outputs (Six Sigma)," explains Ravi Venkatraman, Director, Xerox Global Services, Xerox India.

Document management by and large is meant for customers that manages the workflow and controls the movement of document. It helps the customers to maximize their productivity and efficiently utilize their resources. It is meant for helping the enterprises to manage their workflow process, in a defined methodological manner and cost processing.

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