Effective Document Management: Unlocking Corporate Knowledge

The Electronic Library

ISSN: 0264-0473

Article publication date: 1 December 2000

324

Keywords

Citation

Keary, M. (2000), "Effective Document Management: Unlocking Corporate Knowledge", The Electronic Library, Vol. 18 No. 6, pp. 448-469. https://doi.org/10.1108/el.2000.18.6.448.15

Publisher

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Emerald Group Publishing Limited


There are many published titles on the subject of document management, but in this practical guide Wiggins shows that the flow of information and knowledge in support of business activities should not be constrained by functional boundaries. It is targeted at end users in large and small organisations and, in particular, business managers, system designers, record managers, and library and information managers.

Document management involves the integration of new and existing information technologies, and is an approach that potential users can apply to assess their business objectives. Wiggins sets out to explain why it is of significance, what is its potential, and what are the risks. The book aims to provide guidance on the methodology that can be used for carrying out a document management project, such as the strategic issues that need to be considered and the technologies involved.

In Part 1 of this guide, the author considers the importance of recorded information and personal knowledge in an organisational context. He suggests methods available for looking at document management strategically, viz. Checkland’s soft system methodology, and Gartner’s views on knowledge and information management. He describes various approaches to information systems strategy planning, and talks about contributions from business improvement, such as those based on structured systems development, process re‐engineering and quality. To help unravel the minutiae of managing corporate records, he compares the role of records management with document management; explains some key concepts; and uses an analytical survey to identify, quantify and address problem areas.

In part 2, the author provides an overview of information technology and industry trends relevant to document management. These include client server technology; the importance of effective and efficient communication networks; the use of buses and interfaces; and the effect of the Internet and the World Wide Web. Wiggins also describes the various types of input devices; storage technologies; display technologies; and the role of standards for storage and interchange, as well as for document management. The traditional library skills of indexing and classification are finding new applications via HTML. Thus a chapter devoted to the concepts surrounding information indexing and retrieval, and its relevance to the world of documents, is a welcome inclusion.

In Part 3 Wiggins concentrates on putting ideas into action through formal projects; this includes choosing the target area, project justification and project management. He presents an overview of the supplier market and snapshots of some of the main suppliers, with descriptions of user experiences of the technology. Finally, he dedicates the last chapter to suppliers’ case studies, which illustrates the range of organisations that are adopting different technologies, and the types of business problems to which they can be applied.

Getting the balance right with this type of guide is not easy, but Wiggins manages to provide topicality with practicality in one very useful volume. It is well laid out, easy to read, and contains many useful references.

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