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OFA - Four Categories of Document Management

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12 views4 pages

OFA - Four Categories of Document Management

categories

Uploaded by

Thato Tery
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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DOCUMENT MANAGEMENT

The classification of documents as described in your text is crucial for


effective document management within an organization. Here’s a
summary of the four categories:

1. Essential Documents:
o Definition: These are the most critical documents for an
organization, vital for its continued operation.
o Examples: Legal documents, tax documents, financial
documents.
o Protection: Must be protected against theft and fire, often
stored in secure locations like a safe or strong room. Many
organizations also maintain digital copies by scanning
these documents.
2. Important Documents:
o Definition: These documents are necessary for the day-to-
day functioning of the organization.
o Examples: Personnel documents.
3. Useful Documents:
o Definition: These documents facilitate the smooth
operation of the organization's activities but are not as
critical as essential or important documents.
o Examples: Copies of orders, reports, catalogues.
4. Dispensable Documents:

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o Definition: These documents contain information that may
be useful but do not significantly impact the organization’s
operations.
o Examples: Notices of meetings, agendas.

This classification helps organizations prioritize the management and


storage of documents based on their importance and necessity.

Here are practical examples of how organizations are


implementing document classification in their operations:

1. Essential Documents:

 Example: A multinational corporation like Coca-Cola maintains


essential documents such as trademark registrations, patents,
and financial statements. These documents are stored in
fireproof safes and strong rooms, and digital backups are
encrypted and stored in secure cloud environments to protect
against loss or unauthorized access.
 Practice: Legal departments in large corporations often have
dedicated teams responsible for managing and safeguarding
essential documents, ensuring compliance with regulatory
requirements.

2. Important Documents:

 Example: Human Resources departments in organizations like


Google manage important documents such as employee

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contracts, performance reviews, and benefits information. These
are stored securely in digital HR systems that allow controlled
access to authorized personnel only.
 Practice: Many organizations use HR software like Workday or
SAP SuccessFactors to manage these documents, providing both
security and ease of access.

3. Useful Documents:

 Example: Marketing teams at companies like Apple maintain


useful documents such as market research reports, advertising
plans, and product catalogues. These documents are typically
stored in shared drives or cloud services like Google Drive,
allowing team members to collaborate efficiently.
 Practice: Project management tools like Asana or Trello are
used to keep track of these documents, ensuring they are easily
accessible for ongoing projects.

4. Dispensable Documents:

 Example: In a typical organization, meeting agendas, internal


newsletters, and general notices are classified as dispensable
documents. These are often circulated via email or stored
temporarily in shared folders and may be deleted after their
relevance has passed.
 Practice: Many companies use intranet systems or Slack
channels to disseminate these documents, acknowledging that

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while they contain useful information, they are not critical to
long-term operations.

These examples reflect how different types of documents are


managed based on their importance, ensuring that organizations can
operate efficiently while protecting their most valuable information.

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