With the advent of cloud-based document management systems, such as Google Drive, DropBox, SugarSync, SkyDrive, we now have the problem of having information and documents in multiple places. So where did you file that document? And in what system?
Hojoki is an app that provides a way to see all your cloud-based apps in one view. It integrates Google Drive, Google Calendar, Evernote, Dropbox and Pocket plus about 25 more different apps. It has universal cloud search capabilities. It also allows teams to create customized workspaces that you can add folders from multiple cloud-based systems such as Google Drive and DropBox. It also has a basic task list however it does not give the capabilities of due or start dates. Take the demo and see if it might work for you.
This article from Fast Company also provides a good overview of hojoki.
Document or content management systems (DMS) are separate cloud-based systems that specifically manage electronic data and records. DMS systems are not only for large companies. Even in smaller offices, DMS systems can effectively help organizations file, store, search and collaborate on documents that need modification and/ or tracking. Although organizing the shared drive with an electronic file hierarchy structure and establishing clear guidelines is valuable, it does require more work to manage and maintain versus having data stored in a document/ content management system.
DMS systems have more robust functions of input, storage, search, and access of data than the mere file management tools that come on computers such as Windows Explorer. DMS systems allow users to find data not only through a file hierarchy structure. These systems have additional information related to a document such as keywords, categorization, and indexing, all of which make searching and finding data much easier. It also compresses data so that it has the ability to store significant numbers of documents in a smaller amount of space, increasing server efficiency. DMS systems also have auto-archive and auto-delete functions that make adhering to record retention and compliance guidelines instantaneous.
A common file repository in a document/content management system is an opportunity to create a consistent records management system that will provide the following benefits;
- Create ease and simplicity for users to have one centralized system to manage official records and documents.
- Improve accessibility permissions and ease of filing electronic documents and records through one centralized system that is cloud-based and accessible via mobile devices.
- Documents and records are automatically indexed and increased searching functionality will be available.
- Easier access to shared information and documents within the entire organization.
- Easier management of records retention through increased system functionality and centralized data location to manage data.
- Easier access to collaborate on documents, manage version control and access important information quickly through one centralized access point.
- Lays the foundation for a paperless office by reducing official paper files and increase reliance and trust on one centralized electronic system.
It is important to organize documents on the Shared Drive before being uploaded to a document management system. To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.
Standard document naming conventions are important to facilitate better searching, access and retrieval of files and documents. It also allows for sorting of files in a logical sequence either alphabetically or numerically.
Because files are arranged alphabetically or numerically it is important to name documents with the classifier that most users will think of first to access that particular document. Ideally document naming conventions should include at the minimum the following information:
• Title or Topic
• Type of Document (i.e. Agenda, Briefing, Form, Template, Minutes, Report, etc.)
• Version Number, if applicable
Avoid using words such as “general or miscellaneous” in file name conventions. Be sure to make naming conventions clear, complete and avoid abbreviations when possible. The document name should include all necessary descriptive information independent of the file name where it is stored or located. This is essential for users to search for documents by topics and or key words. At the end of specified document naming conventions users can add additional adjectives or words that further describe that document.
To learn more how to organize computer documents, download the free report How to Organize Your Computer Documents.