The Benefits of Document Management Systems

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.

Organizing Cloud Based Files- Otixo File Manager

OtixoAs if organizing electronic files on your local drive hasn’t been hard enough, we now have electronic files in cloud-based services such as DropBox, Picasa, Google Drive, FTP servers, SugarSync, and a host of others. There is a great app, Otixo, that is a cloud-based file manager that helps to solve at least part of the problem. Otixo is essentially an app that allows you to view and access your data across multiple platforms. Otixo is not a hosting service all the data still resides on the original app, it merely provides a dashboard to manage all your cloud based files in one screen view. It uses an OAuth to connect to your accounts, so it doesn’t see nor collect usernames and passwords. The platform also allows users to click and drag files from one cloud-based platform to another. You can also preview, delete, rename, organize and search across multiple platforms all within Otixo.

Another great feature is Otixo Spacestheir ‘spaces’ which is a collaboration tool. Let’s say you are working with vendors or contractors on some projects. They of course have an on-line platform they use, DropBox, and your company prefers Google Drive. Until now, usually one entity has to compromise to use another’s platform. With Otixo, you don’t have too. Otixo allows a collaboration space to be created that will connect multiple accounts and platforms. The user who sets up the space can provide permissions to users. Otixo also tracks all activity and provides an easy log to see who has accessed, changed, and updated files to a space. You can add notes and comments to documents that are separated from the document but easily seen in Otixo.

This is an excellent and well-designed app to help manage cloud-based files and applications. And a great deal at $47.90 per year or 4.99 per month.

Organizing Documents in the Cloud for Mobile Devices

With the increase in technology devises it is becoming more of a need to have documents and data stored in a central cloud based area that all mobile devices, such as Smart Phones, ipads, tablets and laptops can connect to. Most individual users who have Google accounts can store up to 1 GB free. Google just launched Google Drive in April 2012 which is intended to lure more Google customers to use Google for their document storage. There are other options such as DropBox, Microsoft SkyDrive and SugarSync. Below is a comparison table that outlines these options and some of the features and cost with each.

Features

Google Docs

Google Drive

DropBox

SugarSync

Microsoft SkyDrive

Apple iCloud

Free Storage 1 GB 5 GB 2 GB 5 GB 7 GB 5 GB
100 GB Storage Cost Free $4.99/ month $19.99/ month $14.99/month $4.16/month ($50/year) $100/ year (only 55 GB)
Operating Systems Windows/ Mac/ Android Windows/ Mac/ Android Windows/ Mac/ Android Windows/ Mac/ Android Windows/ Mac Remote Access/ iphone/ ipad
File Sharing Yes Yes Yes Yes Yes No
File Systems Must upload documents. Need to create ‘collections’ to file documents Will sync data but need to create ‘collections’ to organize documents. Retains original file system from local drive Retains original file system from local drive. Can email files directly to profile Retains original file system from local drive Works great for Mac uses and Apple mobile devises.
View/ Edit Can edit and create files within Google Apps.  Can only view MS office docs, not edit Can edit and create files within Google Apps.  Can only view MS office docs, not edit Can only view and not edit online. Can only view not edit online. Can view and edit online all MS office docs n/a

Some good articles to learn more about document storage for mobile devises;

Google Heads to the Cloud for Storage, Wall Street Journal.

Google Drive’s Six Substantial Slip-ups, PC Magazine

Google Drive Launches, PC Magazine

Online Storage Comparison, Life Hacker