Handle Time Management Challenges Through Organization And Document Management

Handle Time Management Challenges Through Organization And Document Management
by Helpnets.com

There are various reasons why managing your time can be a challenge at times. One reason is organization of your work space. If you have paperwork every where and it is in unorganized piles, not only does this clutter your work area, but it takes up your time when you cannot readily access necessary paperwork in a timely fashion. Many of your problems can be resolved if you create a document management or file system. You will be able to easily refer to documents and retrieve them without spending too much time trying to locate them. In addition, a file system eliminates most of the paper clutter.

There are different methods that can be utilized to overcome these issues with organization. The two most commonly utilized methods for document management are the reminder system and the record keeping system.

Using a reminder system helps to let you know when an item needs action before it becomes over due. There are a few different types of reminder systems that can be utilized. Some examples of common reminder systems are the logbook system, tickler file and calendar.

When using the calendar system, you are using your daily planner to record your reminders. Since you refer to the planner every day, you can jot down your reminders the open items requiring action, any appointments, project deadlines or schedule recurring activities. Using the calendar system helps centralize your action items as well as organize them on a daily basis.

A logbook also helps to consolidate your action items by allowing you to record them into one log. As long as you keep your logbook so that you can access at any time, you will not have a need for adding reminders in your daily planner. When you have a new task, you can immediately write it down in your log book. It is also great when you need to refer back to previously closed tasks for notes. For this reason, it is a good idea to record the date the task was entered and closed.

Another great reminder system that will keep your documents organized is the tickler file. You file the paperwork or documents by particular dates and then retrieve them on the required day. This method can also be used with the calendar system such that when you file documents in the tickler file, add a reminder on your calendar to block off time to address the documents. A tickler file not only keeps your paperwork organized and easier to retrieve but makes you a more productive worker.

When using the record keeping system, you will want to use a planner to record data that you may need for future reference. Examples of information you may want to keep a record of are tasks, telephone calls, meetings you have attended or projects you are working on. When your paperwork or work documents need to be maintained as permanent records, use a file cabinet to store these records. Create a file system such that the records are orderly and easy to find. They can be separated by subject categories and placed in numerical or alphabetical order. Since you are more likely to access the more recent documents, it is a good idea to file them in date order with the most recent date in the front of the file.

When you use structure in your office area and work documents, it eliminates most of the paperwork clutter. In addition, you can access your information easier and efficiently manage your time. This in turn, makes you a more efficient and productive employee.

Copyright 2010 – Helpnets.com

May 31, 2010  Tags: Document Management  Posted in: Document Management  Comments Closed

An Overview of Document Management System

An Overview of Document Management System
By Gavin Keller

Documents are a part of any office life and document management itself can be a tedious job. Usually when one thinks of a document management system, the first impression that comes to the mind first is that of an office without any paperwork. However, a document management system doesn’t promise to make your office paper free. Instead it manages the documents in a particular way that makes the documents easily accessible, according to personal convenience. The information is stored in the desired form of media and therefore, refrains from wasting any additional time and space. The computer is the obviously device of choice when using the document management system.

Document management system softwares are widely available all over the world. Some of the terms to be familiar with which directly pertain to the document management system include the following:

Electronic document capture: Scanning, image conversions as well as text recognition come in this category. Paper media here, is simply converted into soft copies. By this method, both accessibility as well as cost effectiveness of a document improves dramatically. This also works when distributing documents as soft copies can be sent to people swiftly and also economically.

Optical character recognition: Optical character recognition actively comprehends characters printed on a physical media like for example on a normal paper.

Electronic document management system: This is particularly effective for a huge collection of electronically created documents. The electronic document management system would help in locating and displaying correctly any document that is required. This can also be used to maintain summary of documents and also different versions of the source document.

Electronic record management system: There are several concerns where there is specific need for records to be managed in a particularly ordered way. Examples include pay rolls and patient reports. The system manages the documents effectively by making it very easily accessible.

Web content management: This system specifically manages websites in an orderly fashion. There are several Web documents which need to be stored and published in any website and requires several permissions. Such needs are taken care of by this system.

Work flow management: required documents need to be kept within the reach of the concerned person at all times. This is managed by the Work flow system which is a very effective tool for document management.

Knowledge management: any relevant information needs to be communicated to the concerned person easily. This is particularly important with companies who wish to bridge any existing communication gap. FAQ are a good example of knowledge management.

These are the different terms and features that make up the document management system. Depending on these explanations, one may choose the management system which addresses an individual business requirement the best. You can later search and implement the chosen document management system in your business to ensure maximum productivity.

Gavin Keller writes for [http://www.documentmanagementsource.com] Find out how document management [http://www.documentmanagementsource.com] can help your business operation by visiting [http://www.documentmanagementsource.com]

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May 28, 2010  Tags: Document Management  Posted in: Document Management  Comments Closed

Document Management System Planning How to Go Paperless the Smart Way

Document Management System Planning – How to Go Paperless the Smart Way
By Michael G Perry

Document Management is a popular term around the business office. Oftentimes this term and Electronic Document Management System are used interchangeably, as if they both represented the same method of storing and retrieving documents. The truth is they don’t.

Both have to do with managing your business documents; however, only an Electronic Document Management System (EDMS) is capable of monitoring and managing your documents throughout their lifecycle. There is a huge difference between the two.

An Electronic Document Management System (EDMS) is a complete and integrated system of software, hardware and defined processes that manage the creation, capture, storage, retrieval, distribution and retention schedule of documents in a centralized repository.

This is considerably different than simple Document Management (DM), which may have a couple of EDMS components in an application environment, but rarely integrates the hardware and methods used in the overall document management process.

The centralized repository of the EDMS includes a server, or you could use a third-party vendor that offers storage over the Internet. Whatever the method, all documents are stored in a centralized repository. The most common misconception between the two is misunderstanding the processes involved. EDMS involves the whole document lifecycle at your business including, but not limited to capture, indexing, access, retrieval, work flow, distribution, storage and retention schedules.

Too often, a simple system involving Document Management on a centralized server is considered to be an EDMS. Only if that centralized server is capable of managing documents from the point of creation through the document’s entire lifecycle could it be considered as such.

The fact is that the vast majority of so-called “Document Management” software applications fall far short of a true Electronic Documentation Management System (EDMS). Sometimes hardware equipment (i.e., copiers, scanners and multifunction printers, aka MFPs), that claim to have an EDMS built into them may be mistakenly construed to be an EDMS. Copy machines oftentimes have methods for storing and retrieving documents and could have a role within an EDMS, but rarely does a copy machine have the capability to serve as a centralized document repository for your entire organization.

Key to understanding an EDMS involves comprehending what a DM is not. EDMS involves all aspects of capture, indexing, access, retrieval, work flow, distribution, storage and retention, whether it is into a centralized repository, Web site or a combination of both.

Document management oftentimes only describes where the storage and retrieval of an organization’s documents are. Keep in mind that an EDMS is capable of monitoring and maintaining documentation in its native file formats including MS Office files, audio files, video files and a host of other file formats.

An Electronic Document Management System is capable of performing numerous tasks including:

o Authentication – An EDMS provides methods for confirming the authenticity of a particular user logging onto the system to access documents in the company’s repository.

o Capture - The EDMS can capture documents electronically through scanning or by pushing digital files into one or multiple repositories simultaneously in their native file format(s).

o Indexing - The EDMS can be manually configured to complete a task known as “indexing” so one or many documents are categorized and pushed into the correct location in a repository.

o Workflow – At most businesses, certain documents pass through several locations before the files are approved. The EDMS can establish and manage the rules of document routing and provide a roadmap of where a document is in the workflow process.

o Retrieval – How documents are retrieved and by who are important considerations when using an EDMS. HIPPA compliance and Sarbanes Oxley requirements can impact what documents need to be stored into and retrieved out of the repository.

o Storage (archiving) – An EDMS also has one or multiple repositories where the documents are stored in-house on a centralized server (whether it be a storage server or Web server) or offsite using a third-party service provider.

o Disaster recovery – The EDMS serves as the primary method for recovering documents in the event of a disaster at the workplace. With all these capabilities contained within the EDMS, it becomes easy to understand how often a simple Document Management system fails to function as an Electronic Document Management System (EDMS).

Usually, DM is available in the form of a software application that manages and maintains documents on workstations and servers. Examples could be applications that label folders and create the illusion of a full-blown EDMS. Other DM systems might specialize in storing images for your business. Of course, an EDMS can manage virtually all documents regardless of their file format. So how would your company go about creating an EDMS?

Below is a 10-step method for EDMS development and implementation:

1) Schedule a meeting with management and document specialists at your business. At this meeting, provide examples of the specific documents and desired formats in which these documents are to be managed and emphasize how the management of these documents affects all departments within the organization.

2) Develop EDMS requirements. Using information derived from the first meeting, develop a list of both hardware and software requirements for the EDMS considering all aspects of document processing and retrieval. If necessary, consult a specialist to help establish retention schedules that are in compliance with all legal regulatory statutes.

3) Make an assessment of how the EDMS process would function at your company including document capture, indexing, workflow, distribution, storage retention schedules and the desired folder structure. Be sure to consider all hardware, software and training involved at every step.

4) Review the hardware and software requirements with your vendor. Also include them on how the EDMS process would perform at your company. They will have insights in how to gain maximum efficiency in your EDMS implementation.

5) Make an assessment of the current storage topology at your company including access rights, security protocols, departmental requirements and how documents are currently stored. This will help your company implement the new EDMS once it is ready to be implemented. Share these findings with your management team and document specialists so that once again, everyone is on the same page – this time with what changes are coming and how the new system will work.

6) Create an end-to-end Implementation Plan. Now that the management team knows what’s required and understands how the new system will function, determine how the system will be implemented in the most efficient manner. Documenting a plan is critical to the success of your EDMS deployment. Take the time to create (or build upon) a Visio drawing of what the EDMS looks like.

7) Implement the EDMS. Roll out the EDMS, ideally with a selected group of users and one centralized storage repository. By deploying the EDMS within a department or single office location, your team will become familiar with it prior to implementing it company wide.

Thoroughly test the EDMS from capture through workflow to storage and retrieval. If this is set up with a dedicated server, thorough testing can be conducted with only minimal disturbances to business operations.

9) Take the time to thoroughly train employees on proper methods to capture, index, access, retrieve and store documents into and out of the repository.

10) Follow up by seeking out ways and means to continuously improve your EDMS system. Historically, as you become more familiar with the EDMS features, your staff will look for ways to improve it.

By following these steps, your company can introduce a solid EDMS capable of so much more than the basic features of most Document Management applications.

Be sure to consult experts in the EDMS field to help you develop the EDMS that your company is considering. Experienced professionals can provide an unbiased opinion as to what your company’s various departments require for a successful implementation.

Once the EDMS is in place, your company will have a true system that manages, monitors and controls access to all company documents from the moment they’re captured and pushed into the repository. With proper backups, never again will documents become lost, stolen or altered unless authorization has been granted. A true EDMS can establish peace of mind along with money-saving efficiency at your company.

Your business will benefit from an EDMS. Not only would such a system help your core business processes flow more efficiently, but having such a system enables authorized personnel to access virtually any document you store. Remember this: It is important to understand that there is a huge difference between an EDMS and simple Document Management (DM).

About the Author: Michael G. Perry has over two professional experience writing technical documentation related to business process, policies and procedures.

To learn more visit http://sisnv.net/ to email Michael directly.

Disclaimer/Release of Liability Statement: Regarding knowledge shared in this article, Michael G. Perry will not be held responsible for any consequential damages resulting from the application of content or recommendations.

Copyright © 2008 Coprofit, All rights reserved. http://www.copyscape.com enforced. Michael Perry
Author – Lecturer
mikeperry@sisnv.net

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