Write 4 to 5 paragraphs in plain English for this topic (Version control) and that depends on the project proposal( that I created and I attached in below)please write the paragraphs in plain English and read the informations carefully especially those I colored.
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identifying the Business Value for Electronic Document Management
The purpose of this assignment is to let you gather resources and develop further thoughts
for your final project. In other words, as you finish Assignment 3, you will actually
accomplish part of your final project. In your final project proposal (I attached file that
includes the project proposal, you have created a short profile for an organization of your
own choice showing the type of business, the number of employees and the number of
customers on whom you will be collecting data.
In this assignment, you first need to briefly summarize (or recap) the above information, the
type of documents and records that are currently kept on the customer and whether they
are manual or electronic.
Create four or five paragraph statement on this topic (Version control) , in your own words,
showing the business benefits for your organization to develop an electronic document or
records management system.
Cite your sources of information (at least three).
Submission should be in a paper format with a clear thesis statement.
Citation: follow APA format
In every type of a business organization, whether small or big, keeping records is
an essential practice to the operations. There are various benefits that are brought by the use of a
proper system that is able to record or document various activities taking place within an
organization. Therefore, a Record or Document Management System is vital in everything that
an enterprise engages in. this brings us to the major purpose of this paper which is to solve
various issues within the business organizations that do arise from the record systems or in the
documentation processes. An example of a business enterprise that is analyzed in this discussion
is Davids Corporation.
Business name; David Corporation
Business address; Brian Mac David 190 Minnesota
What is the company do it ?
1. What does the business do and what industry are they in?
General business activities; David Corporation is a company that has been established as
a real estate company in the central region of the US. This organization deals with real estate
business and the traditional model used is based on the accomplishment of properties in the real
estate markets within the country. The company strategy entails a major purpose which is to be a
leader in the real estate property and this can only be achieved by the provision of enhanced
services and profitability at the same time.
2. What type of documents do they collect or create, and are they currently paper or
There are many different types of documents that are collected by this organization. In
addition, they also create some of these documents within the office. Some of the documents that
are created within the office include the settlement offers and the legal requirement documents
among others. Other types of documents that are handled by the organization are very
confidential and need to be kept very safe. They include the wills, trusts, and divorce files of
their customers, customers identification details, settlement offers, financial information and
many more. These documents handled by this organization are different and just many.
However, all the organization employees form the source of collected data and information in the
files and documents created currently on paper. In addition, the firm clients and customers also
contribute to the stored files and documents in the organizations management office that runs
3. How many documents are there and typically how many pages are each document
Despite the improvements and the new innovations in the field of science and technology,
the company has not fully migrated to the digital way of documentation and keeping its records.
Most of the organizations have fully migrated and enjoyed smooth operations so much. This
company keeps most of its files and documents in the physical form generally ranging from
receipts, one paged document up to file and booklet size documents. The organization has not
expanded very much and, therefore has eighteen 18 employees. These include the general
manager, front-desk receptionist, secretary, clerk, eight (8) field agents, and the other company
staffs that include one (1) cook and five (5) cleaners. In regard to the employees documentation
and files, each employee has two (2) paged documents each two (2) paged and containing single
individuals background and professional information. The other document contains the
employees history and position in the company. On the other hand, the company has fifty (50)
clients who are currently signed in by the office. Similarly, the office holds every customers or
clients files and documents that have information regarding the firms client association and the
business relations with the company.
4. How many users are there potentially and where are they located?
In addition, only twenty (20) of the system users in the documentation section has their
documents in digital form and kept within the single computer in the office. Remotely located,
the system users can electronically access their information and feed updates from the comfort of
their homes 30 kilometers away from the organization office. Rest of the company customer also
located same distance needs to visit the firm office for any information update or business
transactions as the files are only accessible in the company offices. Concerning the company
employees especially the cook and cleaners have their documents and file in a paper form, stored
in the office cabinets. Relevantly, other files and documents comprise of the customers or
clients information that requires hardcopies are securely kept in the locked office cabinet with
access to the only authorized individuals.
5. At least one piece of information you feel important in defining the project (i.e., any
specific aspect(s) of EDRMS you would address and focus on. For example,
retention, classification, disposition, migration, security and privacy, indexing,
metadata, workflow, collaboration, etc.)
The only way that the issue can be tackled is through automation of the systems and
moving from the paper to electronic. The electronic document and records management system
(EDRMS) is a combination of modern technologies that help in efficient management of records
and various files within the business. The various aspects of this integrated system will help the
business meet its goals in the real estate industry. Indexing entails the creation of tables that
locate where the various files, records, and documents are within the system. This is very
important for all the files and documents are changed into electronic form. Metadata will give
additional explanations or definitions of various contents so that no confusion arises on all that is
stored within the computer. Security and privacy are vital aspects to be maintained on files and
documents stored. Most of the documents are usually confidential and needs high-security
measures such as firewalls, antivirus, strong passwords and many more.
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