The average business deals with a large volume of documents every month which it must file and store in a manner which will allow easy retrieval when needed. Excellent organization is essential to effective document archiving. The best way to ensure this is to implement an efficient "document management system" or DMS, in the workplace.
The kinds of files that call for organized storage continues to grow as technology introduces new applications and forms of communication. All of this information has to be somehow categorized and stored in a way that will enable users to refer back to it and utilize it within related applications. A business has much to gain from such an orderly and readily accessible database.
A DMS makes it simple for the user to find the file in question with any one of several key details entered as the search criteria. When a file is entered into the system, the author will also be expected to include a summary, which itself can be used for later analysis and evaluation.
It can be challenging to enforce a standardized file-storing approach on workers, which is one main advantage of using a DMS, which stores information in one uniform manner. Another handy feature is that it allows users to track a file by either the date of last modification or the original date when it was created.
Search criteria used to locate a file is also less limited with a DMS, making it faster and simpler to find what one is looking for. Pouring over folder after folder is not necessary, since it is relatively easy to pinpoint contents down to a specific word if so desired. Furthermore, authors of the files can restrict access to only certain people if they wish.
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.
There are many other benefits of utilizing a DMS. Most will provide options for web publishing. Workflow automation can be specified, which makes for more efficient collaboration, and email integration, that permits association and storage of all relevant email communication pertaining to a file. Document recovery is also strongly supported to ensure file-backup and security in the event of a systems failure.
The kinds of files that call for organized storage continues to grow as technology introduces new applications and forms of communication. All of this information has to be somehow categorized and stored in a way that will enable users to refer back to it and utilize it within related applications. A business has much to gain from such an orderly and readily accessible database.
A DMS makes it simple for the user to find the file in question with any one of several key details entered as the search criteria. When a file is entered into the system, the author will also be expected to include a summary, which itself can be used for later analysis and evaluation.
It can be challenging to enforce a standardized file-storing approach on workers, which is one main advantage of using a DMS, which stores information in one uniform manner. Another handy feature is that it allows users to track a file by either the date of last modification or the original date when it was created.
Search criteria used to locate a file is also less limited with a DMS, making it faster and simpler to find what one is looking for. Pouring over folder after folder is not necessary, since it is relatively easy to pinpoint contents down to a specific word if so desired. Furthermore, authors of the files can restrict access to only certain people if they wish.
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.
There are many other benefits of utilizing a DMS. Most will provide options for web publishing. Workflow automation can be specified, which makes for more efficient collaboration, and email integration, that permits association and storage of all relevant email communication pertaining to a file. Document recovery is also strongly supported to ensure file-backup and security in the event of a systems failure.
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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