Businesses typically encounter hundreds of documents each month which need to be filed in an orderly manner that will facilitate easy location later on if needed. Document archiving is an area of business operations which demands top-notch organization if it is to be effective. Implementing a "document management system" or DMS into the workplace is the best way to ensure this.
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.
Users will find it easy to search for files in detail to use them for comparative or collaborative purposes. The file-saving process in a DMS also involves including a summary of information for each document, which can later be used for analysis and evaluation, ultimately contributing to the overall efficiency of the company.
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.
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.
Users will find it easy to search for files in detail to use them for comparative or collaborative purposes. The file-saving process in a DMS also involves including a summary of information for each document, which can later be used for analysis and evaluation, ultimately contributing to the overall efficiency of the company.
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.
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 paperless office, she recommends you check out Docufree.
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