In a corporate setting, the need to process and store documents for future reference is an essential aspect to orderly operations. The more efficient the organization of these files is, the easier it will be retrieve them when needed which saves time and money. Document archiving is best accomplished by the implementation of a "document management system" or DMS.
The types of files which require organized storage is continuously expanding to include a broader range of media than ever before, thus increasing the need for a highly organized system in which to index these and incorporate them into various applications. Building a solid, accessible database of stored information has many advantages.
When looking up specific files for collaborative or comparative purposes, the user will be able to access them by one of several identifiers. When files are stored in a DMS, an accompanying summary of the document is attached which in and of itself can be helpful for later evaluation and analysis.
Trying to develop and enforce a required, standard file-storage methodology upon a group of workers is not likely to be successful and may cause more problems than improvements. However, if a DMS is used, all information will be stored in the same manner, regardless of the user. Tracking files by either the most recent modification date or the original creation date is another helpful feature it has.
A DMS allows a wider range of search criteria such as dates, authors, and those which have been most recently modified. There is no need to spend additional time going through one folder after another, it's even possible to search the contents of a file right down to a particular word. The author of the file can also program the DMS to only grant access to select other people if desired.
The DMS will also notify users if the file they were looking for has already been "checked out" by another person, and it will also give them details about the user's activities relating to the file, if another copy is needed, the system will generate one for the second user. It is also possible to view both an edited and unedited version of the same file in one session.
Other advantages of having a DMS in the workplace include web publishing options, automated workflow configurations for effective collaboration, and the integration of all email communication pertaining to a certain file. It is also instrumental in terms of file security and works well in tandem with other backup systems to protect against data loss.
The types of files which require organized storage is continuously expanding to include a broader range of media than ever before, thus increasing the need for a highly organized system in which to index these and incorporate them into various applications. Building a solid, accessible database of stored information has many advantages.
When looking up specific files for collaborative or comparative purposes, the user will be able to access them by one of several identifiers. When files are stored in a DMS, an accompanying summary of the document is attached which in and of itself can be helpful for later evaluation and analysis.
Trying to develop and enforce a required, standard file-storage methodology upon a group of workers is not likely to be successful and may cause more problems than improvements. However, if a DMS is used, all information will be stored in the same manner, regardless of the user. Tracking files by either the most recent modification date or the original creation date is another helpful feature it has.
A DMS allows a wider range of search criteria such as dates, authors, and those which have been most recently modified. There is no need to spend additional time going through one folder after another, it's even possible to search the contents of a file right down to a particular word. The author of the file can also program the DMS to only grant access to select other people if desired.
The DMS will also notify users if the file they were looking for has already been "checked out" by another person, and it will also give them details about the user's activities relating to the file, if another copy is needed, the system will generate one for the second user. It is also possible to view both an edited and unedited version of the same file in one session.
Other advantages of having a DMS in the workplace include web publishing options, automated workflow configurations for effective collaboration, and the integration of all email communication pertaining to a certain file. It is also instrumental in terms of file security and works well in tandem with other backup systems to protect against data loss.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about go paperless, she recommends you check out Docufree.
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