The document process is a phase in the document life cycle. It is the maintenance and use of the documents in the work process which includes printing, filing, retrieving, use, duplication, dissemination, release or exchange of the documents either in paper format or in the digital format. Document process outlines steps taken in a task in the office space.
Types of document process
There are two types of document process. There is the manual document process and automated document process.
Manual document process
The manual document process is whereby all the work process is managed using paper documents. The paper documents are printed, filed, kept in file cabinets. These are then retrieved with the intention of using.
In an office space there are quite a lot of tasks involved to complete a work or job function and this can lead to an accumulation of paper documents in the manual document process.
This is the point where a lot of documents accumulate and if there is disorganisation the impending issues occur like lost documents, wastage due to duplications, lack of consistency versioning or revised document trail.
In the manual document process the paper documents can also be duplicated in a case of multiple users. Also when the documents are revised, the need to reproduce the revised paper document in a newer version is necessary. The document copies being shared across stakeholders are produced. These are then delivered via courier or postal delivery.
Advantages of manual document process.
It is not expensive in the short term. The printing and duplication of the paper documents is done only when required.
Disadvantages of the manual process
- Can be very expensive in the long run because of the continuous production of the paper documents through printing and photocopying. This needs a lot of consumables such as cartridges, toners and paper.
- With the production of paper documents on a daily basis, documents accumulate over time. Misplacing or losing documents is quite high in the document pile up. This is because of the accumulation of documents, making it even more tedious to search for a document.
- There is a lot of wastage due to duplication and reprinting of these documents, lack of consistency in versioning and document trail.
- This type of document process is prone to human error and negligence because it’s manual and needs a lot of human input. Proper document handling may be lacking leading to documents being left on desks and other places rather than having them kept in their rightful places.
- There would also be lack of accountability especially when it comes to logging in and out of the paper documents manually. This is prone to missing out on entries of the logging in or logging out of the documents.
Automated document process
Automated document process takes place when there is an electronic document management system in place managing the digital documents electronically. This means the need to process the documents in paper format is eliminated. The sharing and versioning of the documents is done electronically eliminating the need to reproduce multiple unnecessary documents.
Advantages of automated document process
- Wastage is reduced due to digital documents being used electronically eliminating production and use of paper documents.
- Automated document process minimises human error. Less human input is required in the movement and sharing of documents. This reduces the issue of misplaced or lost documents because the systems are able to track the movement of the documents.
- Accountability is also enhanced because the document is trackable wherever it is. This also speeds up the approval process.
- In the long run the automated document process is quite cost effective as the need to produce the documents in physical format is eliminated. Purchasing of duplicating and printing machines is eliminated, this also includes their consumables and paper.
- The document sharing cost is eliminated as the documents are shared electronically regardless of the distance. The need to use courier or postal services is eliminated completely.
- The speed of document distribution is also enhanced, because the documents are received in real time or immediately they are shared. You don’t have to wait for hours or days before receiving or approving a document.
Disadvantages
- The cost of having an automated document process is quite expensive in the short run. This is because of the cost of installation of an electronic document management system and training of staff on how to use it.
How document process works in a company
Finance
Document process in finance involves the creation and use of invoices, receipts, purchase orders. In finance when the manual document process is used can lead to a large accumulation of paper documents making them difficult to handle especially during audit.
Human Resource
In the human resource department the document process involves employee contracts, onboarding, leave days and off days. There are also job descriptions, warning letters and many others.
These can accumulate overtime as more employees are brought on board a company. With the manual document process it can be tedious handling these documents. The possibility of being sued by staff because of a lost document is quite high. The automated document process minimises this.
Manufacturing
The manufacturing document process involves bills of materials, status reports, invoices and many others which also can pile up to unmanageable levels with the manual document process.
This can lead to delay in processing and monitoring customer orders. Automated document processes would drastically change the work process in manufacturing.
Why is document processing necessary in a company?
Document process is necessary in a company in that it helps to monitor and manage costs. It helps the company monitor its financial performance and to manage its suppliers and customers. The company is able to know whether it is functioning efficiently in a cost effective way.
Document process is also necessary for regulatory purposes where the government and other compliance authorities are involved for audit purposes. A proper and efficient document process minimises legal procedures due to non compliance.
The company’s document process will also help in managing the performance of the human resource. .
Conclusion
The document process in the document cycle is the stage where documents are used maximally. This is when the company decides whether to dispose of the documents which are no longer necessary for use in the company or to archive documents that will be required for referral in future.
If the document process is managed well, the company’s productivity will be at an all time high due to an efficient workflow.