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.
According to a study by the CAP Venture Group, it is estimated that 80% of information is still retained on paper even though more than 80% of the documents we work with are already in a computer somewhere. According to Xerox, approximately 30% of printed documents are for one-time use only and further studies found that about 45% of documents printed in a typical office are thrown away within 24 hours. Another Gartner study called “Electronic Document Management” revealed that the average document was copied between nine and eleven times.
One of the keys in gaining efficiencies in data management and increasing productivity is to reduce the paper workers manage. A key component to creating a paperless office is to create user trust in finding and accessing data electronically. Employees are inundated with data in multiple formats and finding it more and more difficult to manage the amount of data and be effective and efficient at their job. Without a consolidated system to manage data along with sound file structure and data management guidelines users will tend to keep a ‘backup’ copy of data and records in paper. Although paper does have its uses for work purposes such as reading, reviewing at meetings or processing data, it is not the optimal format to archive, store and file records and documents. When moving towards a paperless office it becomes even more vital that file structures, whether on a Shared Drive network or in a cloud-based system, is well-organized. It is also important that there is a clear and designated location to store data when there are multiple document and record systems available to users. Finally, data management practices need to be clearly defined such as document naming conventions, versioning, and data conventions.
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.
For most organizations, shared network drives on computer servers are used to store and share business documents. Every day, employees create and manage electronic information to support their work. In fact, it is estimated that 95% of all new information is still stored on network servers. In addition, most organizations permit their employees to store electronic information on a “personal” or “individual” drive that is accessible only to the individual. In addition, there are now project collaboration systems such as SharePoint and Google Sites, which also contain organization data. Managing all of this data and information efficiently and effectively can greatly improve business performance, knowledge management, and productivity.
Employees usually have been given very little guidance and information on saving, filing, deleting, and naming documents onto the shared network drives. As a result, server systems can and have reached capacity limit quickly. It is important to provide staff clear direction on file structure and where electronic records should be saved.
Having an organized shared drive will provide the following benefits for businesses and organizations:
- Improve accessibility of data among employees and staff.
- Provide a clear understanding of how and where to save files on the shared drive network.
- Improve worker efficiency and productivity with quick access of current and historical files and documents.
- Reduce duplication of files and provide clear guidelines of version control.
- Provide easier access to collaboration with shared files and documents within the organization.
- Improve clarity and ease for new employees to access important information quickly.
- Lay the foundation for a paperless office by reducing official paper files and increase reliance on electronic file system.
- Improve the corporate memory and maintain important history when employees leave the organization.
- Become prepared for a transfer to a document or content management system such as Microsoft SharePoint or Documentum.
To learn how to organize electronic files and 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.
Most of us perform our daily tasks at our desk near the computer. Often this is not the best place to do certain activities or priority tasks that take more concentration and less distraction. Activities such as strategic thinking, reading, writing and development often require a different environment to assist in changing the mindset to help perform those tasks more quickly and efficiently. An advantage of technology tools, telework and remote work environments is that workers can now utilize the right environment for the right activity.
Here is one type of zone environment each worker should have ;
We are in an information age, and most workers receive a large amount of data that merely needs to be read. Although workers have great intentions to read those e-newsletters, magazines and journals, it often doesn’t become priority because other tasks supersede reading, especially when one is positioned in the active-communications zone.
Trying to read in the active-communication zone is generally not effective, and reading will always be pushed aside for more immediate and quick actions. If reading is an essential component to a person’s job and business, consider finding an environment that is quiet, free from interruptions and distractions and away from the active-communication zone. Some workers enjoy reading in a coffee shop, conference room, commuting to and from work, at home or at a separate location within the office such as a side table, sofa or chair. To read effectively and absorb the necessary information consider finding a reading zone area.
With PC systems, there is an option to add toolbars to the user’s desktop on the start toolbar. Because these added toolbars are quick links to files or directories, users can then find and open files without opening Windows Explorer or the program itself—saving time and clicks!
To add a toolbar to the start bar, right click on the start toolbar and choose “Toolbars” from the context menu. Choose “New toolbar” to open the dialogue box, as shown below. Highlight the file or directory to add and click “OK.” Once the file or directory is added, a user will click on the double arrows and the file hierarchy will appear, as shown in the screen shot below. Move the mouse over a selected folder and it will open another context window to show the contents of that folder.
To remove a toolbar from the start bar, right click on the toolbar and choose “Toolbars” from the context menu. Merely click the toolbar listed to remove, and it will be deleted from the start toolbar.