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.

Best Practices for Conducting Online and Virtual Meetings

Online meetings can be a valuable time saver and are becoming the standard way many people work in a telework or remote work environment. Since body language and non-visual cues are sometimes not available it is important to be mindful of communicating effectively using online meeting tools such as WebEx or Go to Meeting. To conduct quality and effective meetings means being more familiar with online meeting tools and protocol. Here are some tips;

Be Prepared

Make sure to be prepared before an online meeting. Video conferencing will tend to magnify any lack of preparation. Make sure to have all documentation easily accessible and within reach. In real life, leaning over to look at a paper portfolio may not be a big deal, but if a person disappears from the screen to get something, it can make the person look disorganized.

Connect 5-10 minutes early to online meetings. If there are any technical issues, make sure to know about them ahead of time. This is particularly true if a person is using a web conferencing system that they are not familiar with.

Document Sharing

Use the document sharing tool in the online meeting tool to review, edit and view documents. Learn about the annotation tools within tool that can highlight, mark and review documents for easy visual recording of changes.

Chat

When conducting online meetings, use the chat feature to engage the audience. Ask questions and allow participants to chat in their answers then, review and share responses. Use the chat function to ask and answer questions or make comments during the meeting with one, some, or all of the participants.

Start and End on Time

Meetings that start late or run over can create unnecessary stress for everyone in attendance. Respect attendee’s time by adhering to the online meeting schedule. Most web conferencing applications have automated reminders that will notify attendees via e-mail when the online meeting has started.