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What is document management? What is
an electronic document management system?
Document Management refers to
any method that is used to organize and control
files and documents. Electronic document
management systems, including document management
software, provide a means to employ document
management on a computer. Traditional document
management systems include utilizing file cabinets,
drawers, or any other type of physical storage
space that also allows the ability to organize
its contents.
While these traditional document
management systems may be comfortable to use
and easily available, they have significant drawbacks
that eventually cause inefficiencies, lapses
in productivity, and possibly complete data and
file loss. Suppose your current system
is a basic file and folder system, using traditional
filing cabinets as the primary storage means. Any
time a file is required, either you personally
get up, go to the filing cabinet, and retrieve
the file, or you tell your assistant to do it,
which may end up taking even more time. Furthermore,
you have to be aware of where the document you
are looking is filed, and if it is an obscure
document type, it may be placed in one of many
locations, further increasing document retrieval
times. And you will only find this document
if the person that used it before re-filed it
correctly. If not, the document could now
be in one of hundreds of places, if not lost
all together. What if someone is using
the document right now? You could end up
on a wild goose-chase all over the office, just
looking for one document.
Electronic document management
systems allow you to find the files you need
instantly. They drastically reduce document
retrieval times, allowing you to get more work
done in significantly less time, thereby cutting
unnecessary overhead costs and increasing overall
productivity. They also provide the tools
for various industries to comply with legislation
that specifies procedures for record keeping. Some
examples include financial service companies
and Sarbanes-Oxley; medical practices and HIPPA;
and the legal industry with requirements regarding
discovery. Specific departments within
organizations, such as human resources and accounting,
can greatly benefit from electronic document
management. Even individuals, with items
like tax returns, mortgages, wills, receipts,
and a host of other paper files can benefit by
providing safekeeping and security to their most
important files.
With electronic document management
software like Docsvault being so affordable and
easy-to-use, these benefits are now becoming
available to average individuals, professionals,
and small-to-medium businesses. Read on
to find out about the many advantages that comprehensive
document management software, such as Docsvault,
can provide to make your office, your business,
and your everyday life incredibly more productive
and efficient. With Docsvault, your document
management system will be easy-to-use, affordable,
and provide state-of-the-art security, making
it even more worthwhile to implement.
Learn
more about Docsvault…
What are the benefits of an electronic
document management system?
There are five main benefits to electronic document
management systems:
- cost savings
- implementing security
- easy data access
- immediate disaster recovery
- procedure consistency
Cost savings are realized in
various ways. Studies by Forbes ASAP have
shown that the average professional wastes 150
hours a year solely to looking for documents. Now
assume that this professional’s time is
valued at $30 per hour. That means $4500
is wasted per year per individual just in searching
for documents. These costs can be immediately
eliminated with a good document management system. These
systems can also eradicate costs that go to recreating
lost or misfiled documents. Yet another
way to save costs is by eliminating file cabinets
that take up physical space. With real
estate prices always increasing, an electronic
document management system can free up valuable
space for other purposes.
Implementing security for your
files and documents is one of the most pressing
issues in today’s workplace. Keeping
files safe from the competition, thieves, and
ill-natured employees is an ongoing process. Electronic
document management systems allow you to put
various roadblocks in place to prevent these
occurrences. Various levels of password
protection give access to files and folders only
to those with authorization. Certain cabinets
and folders can even be hidden so they seem to
be non-existent. Encryption can provide
impenetrable security, even if someone happens
to get away with theft, and the Audit Trail feature
track all activities and file access, providing
a logbook of events.
As described earlier, providing
easy access to documents can drastically reduce
costs and increase efficiency. Electronic
document management systems can also control
multiple users trying to access the same document. Here,
various users can view the original document,
but only one person can make changes at a time. This
is done by having users “check out” the
document. Other users can wait in line
to have access as soon as the original user is
done. Version Control provides a means
to know which version is the latest and what
changes were made to each version. Users
can even access older versions. In a multiple-user
environment, an electronic document management
system can considerably increase the efficiency
of the workgroup.
Recovering from a disaster is
also a very real concern. Electronic document
management systems provide multiple ways to ensure
your home or business does not get crippled after
a disaster. One way is by providing data
backup features for offsite storage. Another
is a repository exporting feature to map your
entire repository to another location.
The last main benefit that electronic
document management systems provide ensures procedure
consistency. With employees usually wanting
to do things their own way, an electronic document
management system can ensure that employees do
things by protocol.
Apart from these five main benefits,
each application within each industry will continuously
find new advantages of implementing an electronic
document management system. It all depends
on to what extent each individual or organization
utilizes the tools provided.
How do I convert to
an electronic document management system?
In order to use an electronic
document management system, you must own or use
some type of computer. For individuals,
a PC is most likely the hardware, whereas with
small businesses, a server would be more appropriate. The
other piece of hardware required is a scanner. Various
types of scanners currently exist that can fit
your budget and needs.
The core component of an electronic
document management system is the document management
software. It is important to software
that provides extensive features, is easy-to-use
and affordable, and easy to install and implement. One
such software is Docsvault by Easy Data Access. Docsvault
makes higher priced document management technology
available to average users and organizations
through a simple interface, richness in features,
and low price, coming together to provide extraordinary
value.
Next, we will take a look at
what features are typically used to convert to
an electronic file and document management system. All
of the features that will be mentioned from here
on are also included in Docsvault. For
simplicity, we will assume that the computer
used is a PC.
The first step in using document
management is to setup a file repository. A
file repository specifies where the files that
you bring into the software go on your PC. Document
management software will always ask you where
you would like to send the files. Most
often the software will create a special folder
on your PC’s hard drive to save all of
your files. The next step is to import,
or bring in, all of your files into the software
and the repository, which can be done in various
ways.
Importing your paper files and
other physical documents will require digitizing
them with a scanner. Good document management
software will have an intuitive document imaging
or document scanning component included. Using
this tool, simply scan in all your files. The
advantage of managing your documents electronically
is multiple-fold. First, when you scan
in the document, good document management software
will allow you to assign your own descriptive
classes to the files you import, called Properties. Instead
of having just a file name or date created, you
can make your own fields that describe your files,
like client name, due date, document type (letter,
fax, etc), or any other field you want. What’s
more, good document management software will
allow you to group these Properties into Profiles. You
then have the ability to assign a Profile to
any document you scan or import. You can
create multiple Profiles, allowing you to assign
different Profiles to different file types. For
example, you could have Picture Profile for your
pictures that had Properties like Date Taken,
Picture Of, and Where Taken, and then have a
Document Profile for your various documents that
had Properties like Document Type, Author, and
Purpose.
You are not limited to just
scanning in your files. You can import
from your local hard drive, a USB drive, a FTP
site, or any other place that your PC can access.
Next, you use your document
management software to create a filing structure
that can emulates your traditional system. The
electronic version has many more options, including
the ability to create folders inside of folders. What’s
more, you can automatically assign certain Profiles
to folders, so any time you put a new file in
that folder, it gets the Profile you designated. You
simply fill in the Property fields and are on
your way. Good document management software
will have an intuitive layout for accessing,
creating, and navigating this folder structure. Some
software, including Docsvault, will allow you
to put password protection on individual folders,
so you can keep things where they belong and
not worry about having the wrong people accessing
them.
What are the main features
in an electronic document management system?
How do I benefit from them?
In this section, we will go
through some of the more popular features of
an electronic document management system and
how they drastically improve the productivity
and efficiency of the workplace. Again,
all of the features mentioned are included in
Docsvault unless otherwise stated.
Document
Scanning and Organizing
The first feature we will go
over is the built-in scanning interface. It
is referred to as ‘built-in’ because
all of the parts necessary to scan in your paper
documents is included in the document management
software. All you need is a compliant scanner
and the proper hardware to hook everything up. The
software itself then can control and manage the
scanner, allowing you to digitize documents from
one place. This makes converting to a
paperless office that much easier.
The next group of features and
functions that will be discussed is the document
organization tools. The first of these
features is the Cabinet-Folder-File structure. This
feature allows you to mimic traditional file
cabinet systems. You begin by making a
virtual cabinet. Within this cabinet, you
can place folders. Now, within these folders
you can place more folders or begin placing files
and documents. The advantage to this virtual
filing cabinet is that you can make as many cabinets
as you need and that you can place folders inside
of folders, something that is physically impossible
with traditional physical filing systems. The
possibilities of how you arrange cabinets, folders,
and files are endless.
Also included in the document
organizational tools are Properties and Profile
assignment. Profiles and Properties allow
you to add your own descriptive fields to any
file you import. An easy example is as
follows: suppose you are scanning in your photos. After
a photo is scanned, the Properties feature allows
you to make custom descriptive fields like Date
Taken, Taken By, and Taken At. After you
assign these properties, you can fill in these
fields with the appropriate information, like
May 14, 1983, Mom, and At Home. Instead
of painstakingly assigning each of these Properties
to every file you import, you can create a Profile
that lumps these Properties together and automatically
assigns them to files. You can even assign
Profiles to a folder or an entire cabinet, giving
each file inside the same Profile. Continuing
the example, you could call the group of photo
properties Photos. Now every time you
scan in a photo, you assign it the Photos Profile
and fill in the appropriate fields. This
benefits you in two ways. First, it allows
you to customize the way you organize all of
your files and folders. You can make more
obscure files easier to manage. This gives
you much more flexibility in the way you organize
your documents when compared to traditional physical
filing systems. Second, the retrieval of
these documents also becomes easier. With
document management software like Docsvault,
you can search for files based not only on file
name, but also the properties and profiles that
you have assigned, drastically reducing the amount
of time you spend looking for files.
Another more subtle feature
when you import your files into the software
is the ability to add notes. This feature
is self-explanatory—any time you bring
a file into the software, you can assign notes
to it. This will help you remember special
circumstances or descriptions that may be associated
with files that you bring into the software.
Document
Managing
Microsoft® Office integration
is very popular feature. With this, you
can automatically organize documents from the
Microsoft programs you are already comfortable
with. For example, with Docsvault, you
begin by going to the File menu and selecting
Save to Docsvault. From here, you can assign
where to save within the repository, assign Properties
and Profiles, apply the various security settings
(to be discussed), and add descriptive notes. You
can also access Docsvault through Outlook, giving
you a means to organize and archive all of your
emails as well.
Some document management software,
including Docsvault, also includes a built-in
PDF creator. This feature allows you to
create PDF files from any application with printing
capabilities. PDF is an Adobe file format
and is quickly becoming the most popular file
format for sharing documents around the world. You
can create PDFs by simply going to File > Print
and select the software’s PDF writer under
the Printer Name. With Docsvault, for example,
you select Docsvault PDF as the printer name. The
document then gets automatically saved in the
software as a PDF wherever you specify.
Another feature is Version Control. With
this feature, you have the ability to create
new versions of documents every time you save
them. This is done by first ‘checking
out’ the document from the software repository. This
allows the software to make the necessary moves
to allow the feature to work. By ‘checking
out’ the document, you are essentially
opening the document. Once you make your
changes to the documents, you save it as you
normally would. You then proceed into the
software and ‘check in’ the document. By
following this procedure, the software will make
new versions every time you save. You
can also attach notes to each version, giving
you the ability to track what changes were made
with each subsequent version. Software
like Docsvault even allows you to revert back
to an older version. This is to ensure
that you are not committed to any changes that
you make to a document.
File
Search and Retrieval
The search feature also has
a lot of functionality associated with it. Apart
from performing ordinary searches, good document
management software will have advanced search
characteristics. One such characteristic
is full-text indexing. Anytime you bring
a text document into the file repository (the
database where the software keeps all the files),
the software will automatically index the files
and the text within the files. This allows
you to search for files based on the text within
the files, so if you only remember the first
two words written within a document, you can
still find it. But remember, files will
only be indexed if they are text documents. Files
like photos with text embedded within the photo
will not be indexed. Another search function
that is not often found in software is saved
searches. With document management software
like Docsvault, you can save frequently used
search criteria, including profiles and properties,
indexed text, notes, or any of the other search
parameters. All of these search functions
come together to virtually eliminate file retrieval
times, allowing you to find the documents you
need when you need them.
File
Security
The Audit Trail feature provides a logbook of events
and changes that have occurred to your documents
and settings. It keeps track of changes to
specific files, folders, and cabinets by filename,
username, event time, event type, or file path. It
even tracks changes made to settings and preferences. This
feature is invaluable when multiple employees are
continuously accessing and modifying files within
the repository. Its value can even be seen
with individuals with a home office. If children
are consistently using the computer, their antics
could unknowingly change settings and delete important
files. Think about the advantage of Audit
Trail as follows: without Audit Trail, there is
no record of who has viewed and modified a file,
making it virtually impossible to bring inefficiencies
and mistakes in a business process to light. With
Audit Trail, you know exactly what is happening.
Document
Archiving, File Retention, Data
Backup and Repository Exporting
Good document management software
will also provide all the tools to provide data
backup and repository exporting. These
features ensure that your home or office is not
crippled after a devastating disaster, like floods,
hurricanes, and earthquakes. One feature
that addresses this is CD/DVD data backup. The
document management software will provide a means
to create a CD or DVD, assuming your computer
has the appropriate burner, which has your full
document repository on it. You can then
store this CD or DVD offsite, making sure your
documents are in multiple locations. With
Docsvault, this process is made even easier with
one-click burning, providing an effortless means
to produce data backups. With files often
being stored in one central location, such as
a laptop, any theft, damage, or loss of this
location would be devastating.
This feature can also be used
for document archiving and record retention. This
allows various industries to comply with legislation
calling for specific procedures for record keeping. It
can also free up valuable office space by eliminating
filing cabinets and instead having a few CDs
or DVDs in its place.
Repository exporting is the
last feature regarding data backup. This
feature allows users to export the entire file
repository to any location. With Docsvault,
the advantage of this is that the entire cabinet-folder-file
structure is retained in the export. Users
can then access the files and folders, in their
original filing structure, even if the Docsvault
software is unavailable.
Electronic Document
Management Conclusions
You should now be comfortable
with the details regarding an electronic document
management system. With so many drawbacks
of traditional filing systems and the seemingly
endless advantages of an electronic system, the
reasons behind implementing an electronic document
management system should now be obvious. The
only item remaining on the agenda is choosing
the right document management software.
Chances are that if you read
this Beginner’s Guide to Document Management,
you are not too comfortable with implementing
new technology. That’s where Docsvault,
the latest document management software by Easy
Data Access, comes into the picture. The
number one goal in designing Docsvault was to
make every aspect incredibly simple and intuitive. Every
single step of using Docsvault is easy. Installation
takes only a few steps, and since we designed
the interface with drag-and-drop functionality
like Windows file explorer, learning Docsvault
is almost second nature. What this means
to you is that you can now implement high-end
document management software without all the
IT headaches and training. Best of all,
Docsvault is incredibly affordable, making it
an exceptional value.
Learn more about the solutions
and benefits that Docsvault provides.
Learn more about the single-user Docsvault Professional
Edition.
Learn more about the multiple-user Docsvault Small
Business Edition.
Glossary
audit trail – an
electronic logbook that tracks changes to settings,
preferences, and major events within a program
check out – refers
to the process of temporarily removing
a file or document from the repository
so that changes may be made
check in – refers
to the process of replacing
a file or document after
it has been ‘checked
out’ from the repository
after changes have been
made
component – a
specific sub-unit of software
that has its own functionality
data backup – refers
to the process of transferring
files and information to
another media type, such
as CD or DVD, for the purpose
of offsite storage for
disaster recovery
descriptive class – a
classifying field associated
with files that provides
information about that
file. Examples include:
file name, date created,
date modified, file type,
etc.
document archiving – refers
to the process of taking
old files and documents
and organizing them in
a way that allows convenient
access at later date
document imaging – refers
to a component of software
that allows you to convert
paper files into electronic
files
document management – refers
to the methods of organizing,
storing, and controlling
documents and files, whether
paper or electronic
document management
software – type
of software that allows
users to electronically
organize, store, and control
files and documents
document management
system – any
system that employs the
methods of document management
document scanning – refers
to the conversion of paper
files into electronic files
via some sort of scanning
hardware
electronic document
management – a
document management system
that is completely electronic,
meaning the organizing,
storing, and controlling
of files and documents
is done on a computer
export – refers
to the process of sending
data from one program to
another program or location
file repository – refers
to the location where data
files and documents are
kept
file retention – refers
to the process of keeping
documents and records for
the purpose of compliance
with legislation; generally
speaking is the process
of keeping documents and
records for possible future
use
full-text indexing – refers
to the methods that software
uses to catalog all words
within files and documents
to enhance search functions
import – to
bring in files or data
into a program or location
Microsoft® Office
integration – refers
to the process of coordinating
certain functions of software
with Microsoft® Office
programs
PDF – acronym
for portable document finder;
properties – in
document management context,
refers to custom descriptive
classes that can be assigned
to files
profiles – in
document management context,
refers to groupings of
properties that can be
assigned to files
scanning interface – the
interaction method between
a user, a computer, and
a scanner.
version control – in
document management context,
refers to the ability to
manage iterative changes
made to files and documents
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