Managing Information Safely

July 8, 2011 by Leave a Comment

 

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In a world bursting with data, from computers to direct star tv media, it has become not only commonplace but rational to backup documents by storing them in several formats, namely corporeal and electronic systems.  Both systems offer different options as far as managing this information.

Information and document management is critical to a company’s success and their ability to save time by being able to access information promptly and accurately.  Although some technophobes prefer traditional organization methods, such as filing cabinets, computers have staked their claim in information management in a big way.  Storage within a computer unit can occupy a dozen centimeters of space, whereas filing cabinets can consume a dozen feet in an office.  Companies also appreciate the computer’s ability to pull up documents faster than a secretary can pull open the door to a filing cabinet, leading some to exclusively store information electronically.

However, technology is not imperfect and even computers protected by anti-virus software and backup systems can crash and lose valuable data, or be hacked into.  This is why more and more information management specialists recommend not relying on one method, but rather choosing the safest route and storing data in both forms: concrete and electronic.  They recommend allocating space in an office specifically for information storage.  This area should contain physical documents that are organized proficiently in a filing system, and electronic documents that have been saved onto external hard drives and kept in a locked case, should there ever be a computer crash and lost documents need to be retrieved.  Employing both old and new technology is the safest way to handle information management.

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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.

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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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Common Security Protocols for Document Management Systems

February 23, 2011 by Leave a Comment

A document management system is often used to help a business or organization store and retrieve information in a quick and effective way. When using a document management system those that retrieve the information will do so through a computer system or an internet browser. Due to the fact that document management systems are held on a computer there are various security protocols that must be put into place to ensure that all information is safe. Here is a look at some of the security protocols that are available for those that use a document management system.

Firewalls. A firewall is the basic type of security protocol. Firewalls ensure that no one can get inside the computer that is storing the information and retrieve any of the valuable pieces of information. Firewalls will also block any spyware or malware that is places on a computer that can copy the documents.

User Tracking. A document management system protocol that is sometimes put into place is known as a user tracking documentation. This system will document who signs into the system, where they signed in and how long they were in the system. This is often used for systems that contain extremely sensitive pieces of information such as government documents or health care documents.

User Access Codes. Some companies will have various levels of authorization. The use of a user access code can be used as a specific type of security protocol. These access codes will allow certain individuals to have access to files while others will not have access them. This controls who can look at documents and who cannot. User access codes are often used by government document management systems or health care files so that only those that have permission to view the documents will be able to view them.

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Preparing Your Business for a Transition to a Electronic Document Management System

February 16, 2011 by Leave a Comment

It might be surprising to learn that many businesses are still operating under a pen and paper system. This means that all documents that are coming into and out of the office are hand written. However, as technology advances many businesses are starting to make the transition from pen and paper system to an electronic document management system. Electronic document management systems allow businesses to organize all their documents into a computer system. It allows companies to offer a higher and more efficient level of customer service.

Even though electronic document management systems come with a lot of benefits the key to a successful transition to an electronic document management system is how the business handles that transition.

Here are a few tips on how to easily transition your business into an electronic document management system.

Get Everyone on the Same Page. It is important that you make sure that everyone in the business is on the same page. It is recommended that before you start converting documents to the electronic document management system that you sit down with your team and discuss what will happen. It is important to lay out why the change is happening, what you need from those you work with and the goals you how to achieve with the new system. The transition will go smoother if everyone knows what to expect.

Start Out Small. Even though your business might have ten areas where there needs to be documents transferred, start out small. Start with one section of your business and make sure that you transition it completely before moving on. When a business moves all areas to an electronic management system chaos can happen which will lead to a lower level of business management.

Be Prepared for Set Backs. It is important that you plan for set backs that might happen during your transition phase. Problems will arise when you make the transitions and it will go smoother if you plan a little extra time for these problems to happen.

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The Folder System Leads to Great Document Management

December 9, 2010 by Leave a Comment
Rare placement of a computer screen --- seen i...
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For many people, the computer is their home base. It is where they work, eat and play. It is where a majority of their interactions and social contact happens. With this huge reliance upon the Internet and computers for both work and play, it can make a computer desk a pretty busy place.

With all that is happening on the computer and being stored there, from computer games to business reports and personal files, it can be a very confusing place. That’s why many computer users are encouraged to develop a document management system for their computer.

Creating a document management system can sound pretty intimidating, but it is a fairly simple process. Developing a system is as easy as sitting down and developing a physical file system. This system will allow computer users to be able to use the computer and store files without facing the risk of losing them or having to spend hours looking for something they need.

To make the process simple, document management systems can be broken down into this single instruction: Create folders on your computer, lots of folders.

Folders are the basic structure behind document managing. Most users will create a folder for each need that they have. There might be individual folders for video games, school papers, and insurance information. Each folder is labeled appropriately, and when a relevant document or piece of information needs to be saved, it is saved directly into that folder.

While it might seem like a fairly simple process, document managing and system structure will only be as effective as the user. If the user does not get into the habit of saving files in their appropriate folders, then the system will fail and the computer will go back to being a free-for-all receptacle for information.

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