How To Find a Perfect Document Management System
Document management is the process of handling documents in such a way that information can be created, shared, organised and stored efficiently and appropriately.
Sales brochures, offers sent to clients, reports, invoices, payment reminder letters, spreadsheets- every single business creates a variety of documents. And to keep things organised, all businesses need to establish rules about creating documents.
Simply put, document management systems can transform the way your business operates. Whether you're solving a paper problem or simply improving the way you handle electronic files, the right document management system can provide a wide range of benefits for
businesses large and small. There are plenty of document management solutions, but only a few of them offer a full range of options.
Attributes of a good document management system
1. Easy to search
No-one is going to get any use out of a document if they can't find it. A good document management system allows you to see an expandable table of contents (a tree structure like Windows Explorer on the left of the screen, with the actual page content on the right) and at the same time allows you to search via the search box. HeadChannel's system additionally allows free-text search. This function allows users to search every word in the entire document or a specified group of documents and return only those files that include the keyword you are looking for.
2. Easy to create, clear structure of the documents
Nest folders within folders. With good document management systems you can create other folders within these main folders as the need arises. For instance, a folder called "Brochures" might contain folders called "2008", "2009" etc. A folder named after a client might include the folder "correspondence" or 'offers sent'. The goal is to have every file in a folder.
3. Security
- Data Backup is The Best Data Protection.
General security procedures for electronic documents involve backing up documents regularly and keeping document backups somewhere other than the same hard drive where the original documents are located.
- Users access
You may also want to restrict some users' access so they can only use or see some of the network's resources. Even if a user is allowed to access a resource, as an administrator you can decide whether he's allowed to change the document, download it etc. The system checks (from your login) whether you are allowed to view the page, edit it etc.
4. Easy to change
The good document management system will not allow two people work on the same document and as a result lose one of their changes. When one person has a document open for editing, it should be read-only to other users, with a message stating that someone else has it opened for editing. Our solution blocks the file when you start editing it, so if other users want to change it, they will see a message that this file can only be read. Additionally there should be the option to restore previous versions of your document in case you do happen to lose any data.
If you are looking for a reliable document management system that will allow central management of your documents - HeadChannel's system is designed especially for small businesses needs and is priced from just £5 per user per month. Do not hesitate to contact us!
Sincerely,
HeadChannel Ltd
www.headchannel.co.uk
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