Control and Formulation of Corporate E-Documents

Control and Formulation of Corporate E-Documents

Documents related to the organization should follow some guidelines and policies to ensure that they are formulated correctly, audited, disposed, or appropriately retained and that they are well protected (Avsentievet al., 2018).

• First, determine the type of document that will be effective for the desired information such as a spreadsheet, a word document, or an image.
• Secondly, after creating the document, it should be reviewed or audited for efficiency by the stakeholders (Avsentievet al., 2018). After the review, the comments and suggestions of the stakeholders on the document will determine either it will be approved or disposed.
• After the review and comments on the document, ensure that there is a list of things that should be eliminated from the document according to suggestions gotten after the review and have a schedule for removing those parts.
• After the final document is created, then determine how the document will be best stored before and after it is integrated into the system and who will have access to it (Avsentievet al., 2018). Controlled access for documents ensures its safety as only authorized users can access it.

The document formulation has a process that is known as the document lifecycle, which contains several steps to ensure that the correct document is formulated. The steps involved in creating a document are creation, review, and approval, publication, and distribution steps (Avsentievet al., 2018). In each stage of the document lifecycle, the document format changes for the convenience and security of the document. The format changes of the documents down its lifecycle are done in the following ways.

1. At the creation level, there is the process of collecting the data used to create the document. When collecting the data and information, it is recorded in analog format by writing it down on a draft paper (Avsentievet al., 2018). After the collection and formation of the draft, then the data or information is transformed from analog to digital by capturing the information in a computer or an electronic gadget.
2. After the formation of the document, then it is passed around the stakeholders of the co-op for review (Ismael & Okumus, 2017). The review is a type of audit where the stakeholders give suggestions on what to add or eliminate in the document to make it more effective. During this phase, the digitalized document is transformed into a PDF file or printed file, which prevents tampering with the details in the document.
3. After changing the document according to the stakeholder’s desires, then it is time to publicize the document so that it can be distributed (Ismael & Okumus, 2017). The publication can be done digitally in the EDMS or can be done physically as a document that can be stored as a backup in case the system fails. So in this stage, the document is transformed into both digital and analog formats.
4. The distribution step consists of sharing the documents with other users who have authorized access to the system. During this stage, the document is in the format of an electronic document that is distributed via the EDMS for easy access.

Remember that e-documents are corporate records that are transformed into digital files, and so the same legal rules that apply for the analog documents apply for the e-documents (Mendoza et al., 2019).

• First corporate guidelines and legal requirements required the corporate documents to be kept confidential. If any employee is found violating this rule by sharing the documents with other external parties or selling them to the competitors, he risks losing their job and be charged with industrial espionage.
• E-documents are essential information of the corporation that should follow the guidelines that direct corporations on how to store and share information with the regulating bodies. The records should be transparent and accounted for in case of an audit.

The following tools should be integrated into the electronic document management system of the co-op to help distribute information.

• Microsoft SharePoint Online is an enterprise tool that allows easy sharing of business documents and allows users to build a team or group website. The tool also allows for online document editing and makes the sharing of documents easy (Mendoza et al., 2019).
• Zoho Docs is a tool that helps in the distribution and access of the co-op digital documents. The Zoho docs’ tool allows easy sharing of documents, files, and photos online. It also allows the editing of documents online, which makes document management easy.

References

Avsentiev, O. S., Drovnikova, I. G., Zastrozhnov, I. I., Popov, A. D., & Rogozin, E. A. (2018). Methodology techniques protection control of information resource of electronic document management system. Trudy SPIIRAN, 57, 188-210.

Ismael, A., & Okumus, I. (2017). Design and Implementation of an Electronic Document Management System. Mehmet Akif Ersoy Üniversitesi Uygulamalı Bilimler Dergisi (MAKUUBD), 1(1), 9-17.

Mendoza, A. R., Alvarez, C., Castillo, H. M., Manongsong, M., & Santiago, A. (2019). ELECTRONIC DOCUMENT MANAGEMENT SYSTEM IMPLEMENTING INTERNET OF THINGS (IOT). International Journal of Advanced Research in Computer Science, 10(2), 10.