Cohesive Organization is Key to Success

May 8, 2011 by Leave a Comment
Two tall metal file cabinets for work or home use 

Image via Wikipedia

Many businesses have started up and been quite successful based around the premise of helping you to keep your disparate information in some sort of order. Referred to as information management, one could argue convincingly that this is a large part of the reason that computer were invented in the first place. By helping to crunch and store data, computers became the equivalent of filing cabinets. It took decades, but eventually it was possible to keep virtually all of one’s personal information on their computer. Bills, ownership records, certificates, account information, and documents all found their way into the cyber world. So too did pictures, videos, and other formerly non-digital items.

 

And all of that information in one place led inevitably to the one result: The Jumble. When you take everything that you own and store it in one storage unit, it’s hard to find any one item. Even in a neatly organized space, there are scores of boxes, each hard to reach as many boxes are stacked on top of it. And that’s exactly what a catch-all computer ends up looking like – jumbled!

 

To keep a computer in its intended position as an asset, it’s necessary to utilize information management. This process begins with coming up with a structure for your data that works for you or your organization. Whatever your organizing strategy, the key to building a suitable information management system is to adhere to the system. Everyone with access to the computer or network must be on the same page as far as organizing information. Otherwise, important parts of your organization puzzle will be missing when you need them the most.

 

Filed Under: Document Management, Information Management Tagged With: , ,

Questions to Help You Determine If a Document Management System is Right for Your Business

March 28, 2011 by Leave a Comment

There are multiple ways to implement a document management system. Some businesses have all their files saved on a server or storage bin right in the office, while others will save their files on a document management system website that is hosted outside of the office. If you are considering using an outside document management system there are a few questions that you should ask yourself to make sure that the website and application is right for you.

Here are the questions you should ask yourself.

What type of security does it offer? You will want to make sure that the site that you are using is safe, secure and trustworthy. There are many legitimate website out there but there are also many scam websites. You must do your research and look into security and history of the website you plan on using.

What organization system does the site use? Each document management system will store things a little differently. Some will allow you to use folders, while others use separate storage locations for the documents. Research what type of organizational system the site uses so that you can be comfortable with the setup of the system.

How quick can you access the documents? Try to access the speed of the servers of the website. Will you be able to access documents quickly or is the load time slower? If you need the documents for customer service you may not be able to wait for the documents to load. Another thing to consider is how you access the documents some document management systems let you access it through a link on an internet browser while others require you to sign into a website to get the documents. These can all effect the speed at which you can get documents.

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Factors to Consider When Looking for A Document Management System

March 24, 2011 by Leave a Comment

Businesses are rapidly moving into the modern era when it comes to how they store their information and documents. Almost all businesses are starting to store their documents in a system known as a document management system. These systems allow for quick retrieval of the documents as well as the ability to save on space and paperwork.

While all businesses might be making the switch to a document management system, not all document management systems are the same. This means that what one system works for one business it might not work for another business. So how do you know if the document management system is right for your business? Here is a look at some things you should consider about the document management system.

Ease of Use. Not everyone in your business is going to have the same technological knowledge. You will want to make sure that the system is easy to use for all employees. Businesses that have varying levels of technological knowledge will want to make sure that everyone can use the system properly to ensure that the business runs smoothly.

Editing Documents. Some businesses will require that some documents be edited while they are in the system. It is important that you consider how the system allows you to edit the documents. Can documents be edited in the system? Do they have to be checked out to be edited or does a completely new document need to be created?

Viewing Documents. Some systems allow multiple people to view a single document at one time, while others will only allow one person to look at a document. It is important that you look into how many people can view a document at a time. This is especially important if you run a health care business as laws require you to make sure only one person can view a document at a time.

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The Use of Document Management Systems for Patient Records

March 20, 2011 by Leave a Comment

Hospitals are always trying to stay up with the latest technology. One of the ways that this is evident is through the hospitals use of a document management system to keep and maintain patient health records. A document management system allows hospitals to easily store and access information and documents that are vital to ensuring that all patients are receiving the best care possible.

A document management system that revolves around the use of patient records is a fairly simple document management system. The document management system only contains files that are considered the patient’s health records. The system is usually implemented throughout a hospital or health care system and allows any health care worker within the system to update the electronic health record. This means that they can put what care is being received, what medications are prescribed and any problems that might happen. This unified system allows for a more effective health care system.

A document management system also offers another great benefit for those that are receiving health care from that hospital or clinic. The system allows for administrators to easily input any recorded data that might have come from another center, allowing for a cohesive unit that makes health care a smooth process.

By having the ability to track, document and see what health care a patient is receiving it reduces the likelihood of hospitals and health care staff performing unnecessary procedures. It also reduces the amount of paperwork that is going around the hospital and allows health care providers to focus on the health of the patient and not have to worry about losing any important documentation.

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A Look at the Document Management System Open Text Document Management

March 16, 2011 by Leave a Comment

Businesses are always looking for ways to manage the information and documents that come into and out of their office. One of the ways that businesses regulate this process is through the use of a document management system. A very common document management application that many businesses use is known as the Open Text Document Management application. The Open Text program has many benefits that allow a business to better organize their documents and create an easy to use document management system.

The first benefit that Open Text has is the ability to sort documents into a file system. The file system online is created by the business so that it is set up for the business’ needs. It allows content managers to create a system of folders so that all documents are properly sorted.

Another benefit of Open Text is the rating system. Content managers are able to assign ratings and values to all documents that come and go to the system. This means that certain documents or folders that are accessed more often than others can be given higher priority and be available at the top of the list. This allows all users of the system to retrieve documents from these folders quicker.

The last benefit of the Open Text is the ability to show where a document is in the document management process. Open Text can chart where a document is, what folder it is held in and where it should go. It can also show users if a document needs to be reviewed, changed or approved for the system. This feature makes it easier to sort out documents and allow other users to see if there are documents that need their attention.

Filed Under: Document Management, Information Management Tagged With: ,

A Look at the Document Management System Microsoft SharePoint

March 9, 2011 by Leave a Comment

There are over a half dozen different types of document management systems available to businesses all over the world. The most popular document management system that many businesses choose to use is known as the Microsoft SharePoint. Here is a look at what Microsoft SharePoint offers businesses that choose to use this document management system.

The biggest benefit of Microsoft SharePoint is the ability to show a workflow template to anyone that has access to the system. A workflow template allows businesses to develop a system for the flow of documents. That means someone can upload the document, then send it over to get reviewed and finally the document can be archived in the records. A workflow template will show everyone where the document is and where it needs to go next.

Another great benefit of the Microsoft SharePoint system is the ability to make documents and files a collaborative effort. One member of the staff can upload a document at one point in time and another member can come along and add to the document or edit any type of information. There is even a setting that allows only certain members with the right access to edit so not everyone is editing a document. This collaborative effort is great for businesses that are always changing their documents or updating information.

The last benefit of the Microsoft SharePoint is the ability to publish and create web content. SharePoint is more than just a document management system it is also a creation software. People can create blog posts and wikipages just using the system.

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Preparing Documents to Be Scanned for Use in the Electronic Document Management System

March 7, 2011 by Leave a Comment

Many businesses are taking a step into the future and starting to convert their paper documents over to electronic files. Electronic files are easier to manage and allow businesses to offer a high level of customer service because the documents are quickly available and there is no wasted time waiting for the files to be found.

While the transition to electronic files might be a beneficial one to the company it can be a long pain staking process to convert the files from paper to electronic files. Each important document must be scanned and saved in a safe place. For many businesses this process can take a week to several months depending upon the amount of documents that need to be scanned. Luckily, the process can be made simpler by using a few solutions that will speed up the document scanning process.

Here are some things you can do to make document scanning for electronic files quicker.

Free All Pages. Paper documents often need to be kept together. This requires people to use staples, paperclips or even hole punchers. When you are preparing to scan the documents make sure that you free up every page. Staples and paperclips can slow down the process.

Sort Papers. Try to sort papers out into important documents and those that do not need to be scanned. If you do this ahead of time you will prevent yourself from having to sort all the papers while you wait to scan them.

Create a Backup System. When you are done scanning the papers decide what papers need to be kept as a backup and place those in a folder. If a paper does not need to be kept as a backup consider shredding it and removing it from the office. Deciding what papers need to be backed up before you are done will speed up the scanning process.

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