Go Paperless!

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If your office looks like a bomb went off, you have problems. Because of your lack of organization, your personal workspace and business may be suffering from inefficiency. Everyone in the business world knows that time equals money, and inefficiency can waste both. Developing essential organizational skills gives you the ability to stay sane and efficient in your workplace.

As usual, the hardest part is getting started. How are you supposed to manage the thousands of documents that are critical to your work? Sorting and organizing the hundreds of papers in your office is a daunting task. Lay your fears aside; electronic Document Management Systems (DMS) are the answer to all your paper-pusher problems. “A document management system (DMS) is a computer program used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking).” (Wikipedia) This technology is relatively new, developed in the 1980’s. Let’s take a look at some important terms associated with document management systems:

  • Metadata: Information associated with a document such as the date of the document’s storage and the name of the user that saved it.  Metadata is sometimes automatically added to documents.
  • Integration: The system integrates document management into other applications such as office suites or email. Editing documents can then be done without ever leaving the application.

 

  • Indexing: Indexing tracks electronic documents by its metadata or key words and supports the retrieval process.
  • Retrieval: Retrieve the electronic documents from the storage. Simple retrieval of individual documents happens by allowing the user to specify the unique document identifier, and having the system use the basic index to retrieve the document.
  • Security: Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. Many different industries have laws that dictate specific documents to have certain security requirements such as the medical and law fields.  Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people.
  • Versioning: Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to or reference a previous copy.

Wikipedia.org

Thousands of companies have recognized the value of implementing a system where document access is simple, secure and straightforward. Instead of searching for a needed document every time in a gigantic stack of paper in your cluttered office, imagine an easy electronic search where your computer retrieves it instantly. Never again waste hours looking for your documents. Let Tarheel Imaging help scan and implement an Electronic Document Management System (EDMS) for your business today.