Archive for September, 2012

How to Develop a Document Management Plan for Your Business

Wednesday, September 12th, 2012

Steve Breault, President & Founder, Vircosoft

Documents are a major part of every business, and without them it would be impossible to keep track of transactions. Not long ago every office consisted of shelves and boxes full of files and folders with all kinds of documents. With the advancement in technology, document management software has provided a platform for a paperless office. All your documents are saved in a centralized system, with access allowed only to authorized parties.

Most businesses today have their documents in both soft and hard copies. Even with management software, it is not possible to transition overnight from paper offices. The shift is gradual, towards the electronic storage mode which is easier and more convenient. In the meantime, both types of documents have to be managed efficiently for the business to run smoothly. Developing a document management plan involves the following steps:

1) Set a standard: Related documents should be presented in a particular format. For instance, you can decide that all the monthly reports are to be created using Microsoft Excel. For all other documents such as receipts, spread sheets, payment notices and invoices, come up with an appropriate format or template for each one. Present these procedures to everybody in the office and explain the importance of maintaining the set standards.

2) Obtain soft copies: Hard copies can be damaged easily and consume a lot of space. To enhance the efficiency of your business, scan your documents and work with electronic copies. The papers can be retained as a backup but not for daily references. They can even be transferred to a separate room or the basement, so that the office has enough space. The electronic documents need a backup too. You can save some copies on a separate drive or online so that you are on the safe side even in the case of a system breakdown.

3) Establish a retrieval system: One of the major benefits of document management software is the ease of retrieval. Time, money and energy are lost whenever document retrieval is a lengthy process. In an efficient system, it is possible to search for a document by simply typing in the file name. In a manual system, all files and folders should be clearly labeled. You can simplify the process further by coming up with a file location list. Print and post it on various locations where staff members can locate it easily. The list specifies the location of various documents, whether in soft or hard copies.

By following these steps, you will have brought your business closer to a paperless office. Document loss, misplacement and damage will be a thing of the past. You will save money and space that is required to store all these documents. Sending and receiving information will be as fast as the click of a button. In the near future it will be rare to come across paper documents, as management software is quickly taking over. Prepare your business for the shift as you enjoy the convenience of properly managed documents.

The Power of an Open Source Document Management System

Wednesday, September 12th, 2012

Steve Breault, President & Founder, Vircosoft

Open source document management software is a program that manages and tracks the flow of business related content through each business cycle. Most small businesses as well as large organizations make use of this software to take control over their business content in order to enhance the retrieval of their files as well as the automation of the business processes. This software is very useful and its power can be felt in many ways.

One of the ways in which open source document management software helps your organization is in the automation of the business processes. All your transactions can be obtained in a flexible manner with results of your searches coming up almost as soon as you input the commands. The need to write down long statements as part of your queries is negated since these commands are already inbuilt in the system. This makes your work much easier.

Another advantage of this software is the sped of retrieval of data due to the automation. You will only spend a fraction of time looking for numerous files and documents regarding your business since the process will become faster. The time freed up can be used for other business activities in the organization thus improving productivity.

Open source document management software is usually online based. Your data and files are stored within a cloud. This ensures that your company can become paperless and thus save on costs of physical storage. As a result, you will not need a large space to carry out your business tasks since everything is stored elsewhere. The program is hugely popular with small businesses as a result since even security expenses are quite low.

The program is also quite popular with companies that have a huge number of staff who reside in different area of the world. It makes it possible to access company data online from any remote location in the world as long as you have internet connection. All your staff needs is the necessary security access codes, which ensures that unauthorized users cannot access your files. With these codes, they will be able to access the information that they are supposed to and do their work. As a result, your business will be borderless and you can do it from the comfort of your own home.

The internet connection also makes any coordination of large projects possible. This is because the management software will be able to coordinate various aspects of the project to make up the whole. This flexibility is very central to the success of large organizations made up of different people from many parts of the world. All one has to do is their part and rest assured the project will be completed regardless.

Open source document management software is highly interactive thus making it easy to navigate through. It can therefore be easily integrated into an organization without many hassles. The centralization of information also ensures that there is enhanced collaboration and sharing of data from one common interface. Data management has become quite easy as a result.