Document approval is an important system used not only to make legal documents, but also to authorize an individual or entity to view classified files or to create new documents. These documents contain sensitive information that can be handled with extreme care by individuals who hold top-level security clearance. However, an automated approval process often gives administrative administrators with a straightforward path to the core of any issue, and most importantly, keeps future issues at bay. There are many forms of electronic storage and document approval that are used by government agencies across the United States. The most common forms are:
A basic document approval system consists of a central server that holds all authorized documents. A user interface, consisting of a scanner or other sort of digital optical display, directs users to the appropriate documents to be viewed. At the same time, a scanning device stores documents in its digital form onto a magnetic disc. Digital signatures can be used to protect these documents as well as to ensure their authenticity. This system protects documents from tampering and changes, which can be very dangerous if sensitive information is ever stored in the wrong hands.
Another form of document approval system is the electronic storage and retrieval system. This type of approval system allows authorized personnel to search electronic databases for documents that are located on computers or other electronic storage devices that are controlled by them. Documents can be searched according to specific keywords, which allows users to easily find and add documents that they need. These documents can then be added to an existing collection of documents that already exist in the system. Electronic storage and retrieval save time and money and allow authorized personnel to make sure that they have all of the needed documents when they need them.
The third most common form of document approval system is the electronic retrieval system. This type of approval application saves time for both approval and authentication, as it is possible to run multiple queries without having to collect, sort, and store the documents individually. Each document can be checked against a number of different places, including the National Archives and the Federal Trade Commission. When documents are running through this system, users can specify where the document should be stored. This saves time and money because approved documents are not only available immediately, but they are also available to Approval Workers immediately. In addition to saving time and money, electronic retrieval eliminates the possibility of human error.
On the other hand, a manual process for document approval can have several advantages. An authorized individual can fill out the entire approval form before the document is stored. A manual process can reduce human error and increase the likelihood that an approved document is stored in the correct location. Furthermore, the manual process can allow authorized employees to check each document against multiple places while the document approval process is still in progress.
A good document approval system can take several forms. For example, a good system can work in conjunction with a company's human resources department. Some Approval Services companies provide their customers with a questionnaire that needs to be filled out by an authorized employee. The employee is then asked to jot down their response to a particular question or to enter their opinion on a particular issue.
This questionnaire can be used in conjunction with the document review team at the Approval Services company. The questionnaire can be used as a tool for training document approval team members, their staff, as well as outside business contacts. The use case is for a document reviewer to evaluate a company's process for approval and to collect documents from various sources and to evaluate the quality and relevancy of these documents. In a real world setting, this would be considered an effective use case.
One way to create a document review step is to provide an employee a form for completing the questionnaire. The form could be simply a standard form, but it could also be one that provide a tabular representation of the different documents that are being reviewed. The tabular representation can be used later to compare documents and make a determination as to whether or not the documents meet the requirements of the review step. The document approval system may require an employee to take a final review step where the person fills out a survey asking some questions about the documents that they reviewed and the results of their investigation. The results of this survey could then be used as input into a scoring mechanism that would determine if the documents needed to be approved for production.