Ineke asked " But do all [document management] systems automate the workflow?"
Ineke, I don't claim to know enough about all document management systems (the market in the U.S. is shrinking, but expanding in Europe).
In general, a document management system (EDMS) MAY come with some automated workflow "out of the box."
Many EDMS have software add-ons ("modules") for automating workflow. These modules are usually quite powerful and sophisticated (which can sometimes translate into "expensive, complex, and difficult to deploy").
If your organisation has sufficient resources on the IT side, you might consider downloading some of the Open Source EDMS (e.g., Alfresco, Constellio and check out also the comparison Web site https://www.getapp.com/s/open-source-document-management-software-comparison) to get a feel for what that type of software does and doesn't do (personally, I've found "demos" to be unsatisfying).
We ourselves are migrating to HPE Records Manager (soon to be re-released as HPE Content Manager), which is an electronic document and records management system (based on the Australian software TRIM). HPE RM/CM *does* have a separate workflow automation module. The migration starts TODAY, so come back to us in a few months for results...... ;-)
A couple of resources:
- AIIM ARP-1-2009, Analysis, Selection, and Implementation of Electronic Document Management Systems (EDMS). This document is available at no cost from the Association for Information and Image Management, AIIM at the URL http://www.aiim.org/Resources/Standards/AIIM_ARP-1-2009.
- ISO/TR 22957:2009 Document management -- Analysis, selection and implementation of electronic document management systems (EDMS). This publication is available from the International Organization for Standardization (ISO), at the cost of CHF 158, from the URL http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=36564. Disclosure: I am a Participating Member (representing the User community) of ISO Technical Committee TC 171, Document Management Applications, whose Sub-Committee 2 is responsible for preparing TR 22957 (currently in process of being updated).
Very best of luck in your efforts!
Fred
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Frederic J. Grevin
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