Archive for the ‘Open Source Document Management Software’ Category

How to Choose the Best Document Management System for My Small Business

Monday, February 11th, 2013
Steve Breault

Steve Breault

Being the owner of a small business these days means relying heavily on your computer and the Internet; in fact no new firm these days can be a true success without. Keeping all your information and files in one place has many advantages, an open source document management software being a must for today s astute business man. Below are just five of the features of good software that will allow you to choose from the best and never look back.

Firstly, by using such as system for your small business you will be instantly saving on time and labor. The last thing you need as a new business on a tight budget it to have to employ someone to file paper documents and fetch and carry. By using the best management software this task is performed for you automatically and will allow you to have more time to spend in other areas. With the introduction of a document management system you can also cut back on staff labor, these non core tasks being eliminated and replaced by a computerized system.

Secondly, as a small and new business, your empire will begin to grow. As welcoming as it may be to your eye and to your monthly income, you need to look for a solution that will allow you to continue to grow without having to employ new staff or even worse move to larger premises. By digitizing everything about your business with the help of management software you will instantly eliminate the need for storage for cumbersome paper files.

The third point to the best management system for your documents is that they will prevent disaster occurring. Just as you like to insure your stock in case of burglary, you need a system where your paper files are kept in a condition where they can simply not be destroyed by disaster. To achieve this efficiently you do not only have to transfer all paper documents into digital form but also make regular back ups and burn to CD and DVD. With the best small business solutions you will be reminded of this periodically and given the option to back up or burn to disc.

Next, any small business that finds itself in transit without the correct management system is a disaster just waiting to happen. Only when all your documents have been digitized and backed up can you rest assured that you will be able to access all the information that you need at the touch of a button, from anywhere in the world. You never know when you or your office will need to relocate and by digitally recording and backing up all your files your move will run safely and smoothly.

Lastly, when you are investigating the different options for an open source document management system you need to turn your attention to key employee attrition. With the ability to capture all the work files and knowledge of your best employees in digital form the headache that often arises when training new staff is all but alleviated. A long standing employee can hold a great deal of domain expertise and retraining can be tiring and time consuming; with the best document management system installed this process will be anything but!

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.