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.
Establishing a regulation procedure for storing files workers is to be followed by all workers is not usually practical or easily enforced, which is where a DMS comes into play, since it offers one uniform storage format. Users also have the option of tracking files by either the date of creation or the date of last modification.
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.
In the event that more than one user is attempting to access a file at the same time, the DMS will provide further details as to when the identity of the initial user, when he or she will be finished with it, and how it is being used, a copy can be made so two people can simultaneously access it too. File comparison of edited and unedited forms is made possible with a DMS as well.
Using a DMS to archive stored files also provides a business with several other benefits. It can be used to automate workflow for projects requiring collaborative efforts by more than one author, permits web publishing, and integrates emails into its filing system where they relate to stored documents. Document recovery is another area the DMS is helpful in as it works to ensure file security and backup with other systems to prevent loss of data.
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.
Establishing a regulation procedure for storing files workers is to be followed by all workers is not usually practical or easily enforced, which is where a DMS comes into play, since it offers one uniform storage format. Users also have the option of tracking files by either the date of creation or the date of last modification.
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.
In the event that more than one user is attempting to access a file at the same time, the DMS will provide further details as to when the identity of the initial user, when he or she will be finished with it, and how it is being used, a copy can be made so two people can simultaneously access it too. File comparison of edited and unedited forms is made possible with a DMS as well.
Using a DMS to archive stored files also provides a business with several other benefits. It can be used to automate workflow for projects requiring collaborative efforts by more than one author, permits web publishing, and integrates emails into its filing system where they relate to stored documents. Document recovery is another area the DMS is helpful in as it works to ensure file security and backup with other systems to prevent loss of data.
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 going paperless, she recommends you check out Docufree.
No comments:
Post a Comment