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Understanding document life cycle can help to reduce and manage the cost implications of using paper documents. This can help enlighten on areas that are causing wastage and where the use of paper documents might not be necessary.
A document is any handwritten or electronically created in different formats for the purpose of communication
Paper and digital document creation
Documents also have a life cycle just like an organism. From when it is created to its last stage of disposal. The first phase where the document is born is where the cycle begins with the typing of information in the digital format to create a letter, forms, reports, contracts or even emails or handwritten using paper and pen though a slower process.
These documents can even take the form of a phone message or documents that detail the function, policies, decisions or procedures. This document. converts into a paper document the moment it is printed.
Being able to understand document creation will help in managing and controlling documents to be duplicated so as to minimize the cost of producing documents,
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Sign upDocument process (maintenance and use)
The document process phase 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.
This is the point where a lot of documents accumulate and if there is disorganization the impending issues occur like lost documents, wastage due to duplications, lack of consistency versioning or revised document trail.
Document disposition (retention and disposal)
In this phase documents are assessed to determine their retention value using the general disposal schedules. This decision leads to either preservation or destruction of the documents.
If a document has been determined to be of permanent value it is archived in a central repository for permanent storage.
If a document’s value is still ongoing it is either stored onsite or offsite if it is in paper form or backed up in digital formal, when retention period ends they are then destroyed. You can look at steps to a proper paper document disposal process.
Conclusion
Having a document cycle in place can make managing the company’s document process more economical than not having one in place, If you don;t have one in place it take time for implementation to be put in place