Document Management System

Document Management System – go green “a paperless office” initiative

at Steel Plants

ABSTRACT

The seamless functioning of any organization depends on effective storage, management and control of information. The documents of any organization keep growing with time and so does the challenge of managing these documents. Even today most of the organization maintains their information in the form of physical documents. There are many issues in paper based filing system. Estimates show that 80-90% of organizational information resides on paper while the rest is stored in electronic format[8]. Without a good system, documents are hard to find, hard to share and easily lost. Some lost documents are impossible to reproduce. They will cost a lot more in money, time and man-power than we think .

An efficient document management system would ensure the systematic filing, storing, securing and retrieval of important data. A Document Management System (DMS) enhances the business prospects of an organization to a great extent. Today’s world of Information Technology (IT) has provided us a platform to shift towards a paperless office through document management system. Online document management system helps the employee to access, view, modify, share, store and organize data. It also prevents wastage of productive time over searching for documents.

This paper is based on the challenges faced in the development and implementation of Document Management System software for Personnel & Administration (P&A) department, Bhilai Steel Plant (BSP) of SAIL. In BSP, the personnel department maintains personnel files of employees comprising of all vital documents from the day an employee joins till his retirement. Moreover, the documents are maintained in different departments in different geographical locations. The personnel officers need to refer the files for sensitive data like date of birth, qualifications etc. of the individuals as and when required. Locating a file...