Posts Tagged ‘archiving documents’

Document Management Software for Business Efficiency

Wednesday, November 30th, 2011

Steve Breault, Vircosoft Founder / CEO

The managing of documents in offices can be time-consuming and daunting.  According to studies, employees use a significant portion of their work hours just trying to scour through information that is already available within the organization.  This task includes searching, organizing, sorting, and creating and recreating documents that are sometimes redundant.  The manipulation of paper files or documents is actually contributing to an organization’s inefficiencies and is costing millions of dollars of wasted hours and productivity.  Using document management software can solve this issue.

A document management system (DMS) is a software that is utilized in storing and managing electronic documents and images of paper files or documents.  This software allows organizations to create a central database or repository of all forms of electronic and paper documents.  Listed below are advantages of using a Document Management Systems.

Reduced Storage – Scanning paper documents and integrating them into a DMS greatly reduces storage page within the organization.

Time and Money Savings – Sorting out documents and searching for them takes time.  Using DMS reduces the costs associated with the storage of hardcopy documents including the cost of paper, printing, and archiving.
Flexible Retrieval – Retrieving hard copy documents takes time.  Through DMS, electronic images of documents are created and stored centrally.  A lesser amount of time is spent in locating documents as this task can be done even without leaving your desk.  Access to documents through DMS can be over the internet on the company’s intranet.

Documents Security – Provide controlled access to your documents and folders.  DMS can protect these files from being accessed or modified by unauthorized personnel or potential intruders.  Access of the documents can be set on a user and password-based access and access rights can be assigned for both users and groups at the folder and/or document level.  The use of DMS for the documents is way more secure that filing them in traditional file cabinets.  Also, DMS has audit trail feature where you can view who last used the item and when.  Obviously with the hard copy files, this is difficult to track.

Disaster Recovery – A document management system provides a convenient way of creating back-up documents for offsite storage and disaster recovery.  Backing up documents the traditional way through paper is bulky and expensive.  Also, it is prone to damage and vulnerable to flood, fire and theft.
No Lost Files – When paper documents are lost, it can be expensive and time-consuming to replace them.  With DMS, image files of the documents remain stored when being viewed thus, it is never lost or misplaced.  A full-text searching mechanism is a very useful feature of DMS which makes storing, finding and moving documents very easy.

Improved Regulatory Compliance – Comply with government regulations such as SOX (Sarbanes Oxley),  Health Insurance Portability and Accountability Act (HIPAA),  Food Safety Modernization Act, ISO, Medical device manufacturing (FDA), Healthcare (JCAHO), and Information technology (ITIL).  Your documents  which could include policy statements, workflow, procedures, and many other pertinent organizational documents should provide evidence of control.  Failing to conform with this may mean legal repercussions including fines.  DMS offers a combination of security control, audit trails, efficient archiving system and disaster recovery to guarantee that an organization can authenticate the validity of information stored in the system and demonstrate strict adherence to regulatory standards and requirements.

All in all, the use of Document Management Software in an organization or a business brings even more benefits other than the ones mentioned above.  DMS can further improve internal operations and enhance customer service and satisfaction while bringing a competive edge to the business.

Document Management Software is a Necessity

Thursday, March 31st, 2011

steve-in-white-1Every organization strives to grow in terms of profit, revenue, consumer base and geographic or global presence. However, an organization can achieve its business goals only if the growth is managed carefully. For instance, a company growing at a fast rate may not be able to handle increased workload or capital costs successfully. Modern technology such as automatic data capture incorporated using optical character recognition is aimed at helping small, medium and large companies increase productivity and profitability.

The very first image scanner was developed and built in 1957. Earlier image scanners consisted of a single photo detector along with a rotating drum. Image scanners have undergone a variety of changes in terms of their size, quality and speed. With technological advancements image scanners now come in compact format and can be easily placed on your desktop. Apart from this, modern image scanners can be easily integrated with document management software to capture and store data automatically.

As your business grows, the number and types of documents handled by your company will also increase. Imagine a situation where your office receives thousands of invoices and remittances per month. Even if the entire system of documentation is computerized, there may be instances where managing data can become problematic. For example, a customer paying multiple invoices with one check can complicate document processing. In fact, this would involve manual entering of the amounts against each invoice. One small error can lead to repeat work, wasting precious time and effort. This will also reflect on the productivity of your company and seriously hamper its growth prospect.

Document management software coupled with technologies such as optical character recognition (OCR) helps simplify document processing. OCR software is an artificial intelligence system able to recognize, scan and store sequences of characters or lines. The characters are scanned, checked against a database and relevant information is stored for later use or forwarded for further processing. Automatic data capture using OCR and other such technologies can be of tremendous help to organizations that receive large number of documents on daily basis.

Every office has a document management system in some crude form or other. For instance, there may be some naming convention in place so a particular type of document or information can be easily searched in the computer. Similarly, your computer systems may have different folders for different types of documents, aimed at easy search and retrieval. However, how many times has an employee accidentally deleted a folder or forgotten where a certain information has been stored. It may also happen that a document has been stored in the wrong folder, resulting in unnecessary search or recreation of the document. Document management software greatly reduces such errors by automating the entire data processing system.

A document management system can be programmed for automatic data capture to scan and store data in certain format and location. The data is indexed so it can be easily retrieved whenever required. Such a system usually has a document feeder that feeds paper documents into the scanner. The document scanner then captures required information and stores it on the computer in a systematic manner. This stored data can be easily backed up reducing the time wasted in searching or recreating deleted or lost information.

Both information and time is of great importance in the success of any organization. Document management software provides a combination of different solutions with the sole aim of leveraging the process of document creation and retrieval. Such a system helps provide accurate information in a timely manner, thus increases productivity and helps manage growth effectively.

Steve Breault “DocMeister”

Document Management Software Cuts Costs

Monday, March 14th, 2011

steve-in-white-1Computer technology was incorporated by many companies and organizations throughout the world as a means to automate information management processes. However, many still continue using paper based documents for a variety of reasons. For instance, many companies receive documents in paper format or have important archived documents in paper format. Even if receiving paper documents cannot be helped, filing, storing and sharing of such documents has to be done manually. This turns out to be quite inefficient, unsustainable and costly, compared to an automated system using document management software.

Many enterprises do not realize the loss they incur when handling physical documents. The loss of time and human resources in manual processing of documents is rather staggering. Apart from this, carelessness when handling critical documents, albeit unintentional, can prove to be disastrous for your business. Any organization can take care of common hazards and errors encountered while processing important documents, simply by adopting an electronic documentation system. Document management systems come with automatic data capture feature that can be programmed to scan and store data systematically. By doing this a well-organized approach can be incorporated to create, update, change, store, search and retrieve important information.

Some important features of document management software include:

Import document: The performance, usability and sustainability of a document management system entirely depends on how quickly and efficiently documents in different formats, from wide range of sources, can be imported into the system. Automatic data capture is one of the most important features of a document management system. The entire purpose of automatic capture of information is to reduce manual work and resulting errors.

Automatic filing: The document management system can be easily automated to capture and organize data, so that every document is saved in the right place. Document management software offers a variety of methods of integrating index data obtained from different sources such as databases, text files, address books and forms. Some of the methods are standard to all software while others can be customized depending on the requirements of your business.

Integrated system: A document management system offers an integrated platform to manage both paper and electronic documents. For instance, your office may receive invoices in both paper and electronic format. The document management system can be used to extract information from both types of documents and process it as required by company policy.

Disaster recovery: This is again an important part of electronic document management system. Though most companies find it easier to handle paper documents simply because they are used to it, paper is vulnerable to errors and hazards. For instance, a paper document can get completely destroyed in a fire or misplaced when passing from desk to desk. On the other hand, electronic documents can be easily stored, backed up and retrieved.

Apart from the benefits it offers in terms of document processing, document management software also helps cut costs. On an average, a company spends $20 per hour in searching for misplaced or non-existent files. Similarly, many man-hours are wasted in recreating lost documents. Using automatic data capture you can reduce manual handling of paper documents. Along with this, the information now in electronic format can be easily shared and backed up, reducing the hazard of losing or recreating documents.

Photocopying and printing paper documents are again costly, and this is greatly reduced when you use digital document management system. Apart from this, you no longer require bulky filing cabinets eating up your office space. Every piece of information in your paper files can be imported onto your computer system and organized using document management system. This reduces the need for physical storage space, both inside and outside the office.

Demand for information can come from many sources including upper management and regulatory authorities. Keeping control of proliferating paper and electronic documents can become quite a hassle, especially when making critical decisions for your business. With document management software you can take care of all your document processing needs and ensure consistency in work, thus achieving your business goals.

Steve Breault “DocMeister”

Document Management Software With Versioning

Wednesday, February 16th, 2011

Steve Breault

Version control forms an important part of document management. Though extensively used by software developers, many organizations are now using versioning to manage duplicate content and track document changes. Documents such as monthly reports, presentations and new policies undergo several changes before being finalized, creating several versions of a document, each of which may be required at some point. For instance, a monthly report would change every month, however, the reports created in previous months may be required during yearly appraisal of work done.

Document management software provides the version control feature in order to manage, track, store and retrieve different versions of a document. Such a system is usually required when several team members are working on a project, with many making changes to the same document. For instance, a presentation on project development and progress may require inputs from all the team members working on the project. Thus, changes will be made to the same presentation, saved as a different version by each member, and later integrated to make the final presentation by the team leader.

A version control system in digital document management works through the check-in and check-out system. The check-in allows you to save the current version of a document in the central repository and check-out allows you to retrieve current or previous versions of a document. Versioning often involves several steps such as reviewing, editing and modifying before finally being approved. When several people work on the same document, it may result in confusion over the latest version of a document, who made the changes and why, current working version and final approved version. Document management software can be of great help in sorting out such problems. Some benefits of a version control system are:

Ability to return to a previous working version: In case of an error or accidental deletion of a working version of a document, you can return to a previous working version. Many version control systems work by taking a snapshot of changes being made. This way you can check the order in which the changes were made and recreate the current working version.

Track who made the changes: When you know who made the changes, you can seek clarification and approve the document accordingly. This also avoids duplication of content as you know which version was created and updated by whom.

Maintain previous versions: Document management software allows versioning by enabling you to maintain previous versions and create their replacements at the same time. For instance, a mapping company may require older versions of a map before the new version is created and approved.

Maintain record of development process: Progress reports may be required from time to time to apprise the higher management or simply to check it against the designated completion time. Version control in digital document management helps you keep track of progress of a project and how it is being developed.

The version control system in digital document management works by assigning version numbers to the documents, making it easier for the users to keep track. Apart from this, you can also add comments and descriptions so different team members can check the content of a document before retrieving and using them. Version control may be required at some point in document life cycle. Document management system offers a comprehensive solution to managing different versions of a file.

Steve Breault “DocMeister”

Document Management Software for SMBs

Wednesday, February 9th, 2011

steve-in-white-1Document management has evolved in the past few decades, from records being maintained on registers to the Relational Database Management System and document management software. Information technology has changed the way businesses function today. Most government organizations and industry sectors like engineering, construction, pharmaceutical, manufacturing and banks already have a document management system in place. However, in today’s business environment, every type of organization requires a document management system, no matter what its size or function.

Even if you own a small or mid-sized business, maintenance of different types of records and documents must be of utmost importance. If you are frequently facing problems such as loss of documents, misplaced reports or accidental deletion of records, you definitely require professional document management software. A document management system is not just a software with fancy features. It is a combination of different technologies brought together to provide a sophisticated and comprehensive document management solution. Some technologies used in electronic document management system are:

Automatic data capture or digital imaging: The digital imaging systems in the form of scanners, form recognition packages and character readers convert paper documents into digital documents. Such a system enables employees to capture, store, search, retrieve and share any type of document stored systematically in a digital format. Automatic data capture saves data in two formats, image or PDF which cannot be modified and text format which can be edited. Both formats may be required at some point in time. For example, image format is ideal for invoices coming from outside, as these will not be modified at any stage during processing and archival.

Workflow: Document management software with workflow systems are aimed at automating the business process. Such a system allows a business to define, manage and control the way information moves through various departments or processes. This enables a business to maintain strict quality control, improve customer service and concentrate on business objectives.

Optical storage: Storage in the form of an optical jukebox has become extremely popular in the recent years. It serves as a great option to online storage and enables storage of large volumes of data. So such a system works best for large volumes of video, images or audio files, say in real estate, medical or construction business.

Groupware systems: Groupware systems support more than two users performing the same set of tasks. Such a system provides an interface that can be shared with other users. Some features of groupware systems include bulletin boards, electronic schedulers and discussion databases, all of which can be incorporated into document management software.

Electronic publishing and sharing: Every type of data can be electronically published on a CD or DVD. Apart from this, data can also be shared or distributed via intranet or the World Wide Web through email.

Automatic data capture, storage, automatic indexing, version control, maintenance, security, automatic retention and deletion, are some of the basic features offered by document management software. The type or version of software you choose would depend on the type of business you have. If you have a small business, then document management software with basic functions such as metadata capture, security, version control and storage would suffice. However, for a mid-sized or large business, you may require additional functions such as automatic conversion, free-text search, large storage capacity, networking, and so on.

Apart from being compatible with your existing system of document management, the software you choose must enable you to follow government standards for electronic document management. For instance, public records such as company policy should be easily accessible, whereas confidential documents must have adequate security and access control. With the right type of document management solution you will certainly be able to take care of administrative, technical and legal requirements related to document management.

Steve Breault “DocMeister”

Digital Document Management is Not Just MainStream

Wednesday, February 9th, 2011

steve-in-white-1Records management has gained importance in the past few years, especially in view of regulatory compliance introduced by the government. Legal, financial and government organizations are always required to maintain proper records by virtue of their role and task, and have been known to be meticulous with information management. On the other hand, general recordkeeping with corporate and other private entities was not standardized, which is why regulatory norms such as HIPAA have been formulated. In view of this, document management software is something your organization will surely require at some point in time.

Computer systems and digital document management came as something that ‘can be’ used rather than ‘should be’ used. However, with the regulatory compliance issues, recordkeeping and information management requirements have changed. For instance, as per different regulations, any type of information should be accessible, classified appropriately and easily retrievable, whenever needed. Apart from this, no part of any information should be modified without prior permission or authorization. Some ways in which document management can help in recordkeeping are:

Capture records: Records may be in different formats such as documents, blueprints, audio files, photographs, databases and maps. The automatic data capture feature of document management software scans and registers a record using a unique ID along with the time and date when the document was added into the system. Along with this it also captures metadata details such as author, purpose of creation, source and so on.

Audit requirements: Companies are often required to maintain a record of flow of information through different departments. A digital document management system helps keep track of all the processes pertaining to a document. These may include creation, modification, updation, access and distribution of documents. For instance, at any point you can check who accessed which document and with whom was it shared.

Security and control: The main purpose of recordkeeping is that the information should be available whenever needed, making security a top priority. Apart from this, many establishments also look for solutions to problems such as loss of documents, accidental deletion and so on. With document management software you can monitor and control access to various records. For instance, you can have privacy settings such that documents are available on to those departments that need them, while others can only view and read them.

Automate retention and destruction of records: Not all records will be required for long term usage and some may be deleted after a certain period of time. With document management software you can automate the process of storing important records and deleting redundant ones. For instance, once a file has been converted into a new format, those in older formats will not be required anymore and can be deleted.

Store and preserve records: Risk management is one of the most important aspects of recordkeeping. With document management software you can easily backup all types of data for long term use. Apart from this, you can also migrate records to a newer system of hardware and software whenever needed, without loss of critical information.

Records are maintained by different establishments for various purposes ranging from administration and technical reporting to organizational policy. Most businesses require information management for functional purpose such as evidence of work done. A well-organized document management system will surely enable and support your organization’s vision and mission.

Steve Breault “DocMeister”

Document Management Software Aids in HIPAA Regulation

Friday, February 4th, 2011

Steve Breault

Technology has changed the way the world functions today. People today want instant solutions to their problems, technical or administrative, and immediate access to information. With most organizations maintaining millions of records in the form of personal information of their clients, financial statements and policies, compliance with HIPAA is one of the biggest concerns.

HIPAA stands for Health Insurance Portability and Accountability Act, formulated and enacted by the U.S. Congress in 1996. The act has two parts, Title I and Title II, each stating different regulations to be followed with respect to health records. Title I covers availability, portability and continuity of health insurance coverage in the individual as well as group markets. Title II covers accountability of information so as to avoid fraud and abuse of health insurance coverage. It basically covers the Administrative Simplification and requires maintenance of national standards with regard to digital document management of health related information.

It is a wrong notion that HIPAA is only related to healthcare institutes. The law is applicable for all organizations maintaining health records and health insurance information of their employees or clients. This is where document management software can be of tremendous help. The storage and security features of document management software can help you monitor flow of information, retrieve desired data at any time and regulate access to the records.

The Security Rules under HIPAA was formulated and released for compliance in 2003. The law covered different aspects regarding security of information, including administrative, technical and physical safety standards to be followed when maintaining electronic data. With document management software you can easily take care of all these points and ensure compliance with HIPAA. Ways in which document management software can help are:

Administrative safety standards: The access control and privacy settings of document management software allow you to prevent unauthorized access to all type of information. This ensures that the confidentiality of health related data is maintained at all times. As per HIPAA, information related to health insurance should not be accessed by anyone without prior approval. With a document management system, the flow of documents and information, from creation to storage can be easily tracked. This allows you to monitor changes and check if there was any unapproved access.

Technical safety standards: Digital document management allows you to back up all types of information, thus ensuring retrieval in case the data is accidentally erased or modified. This also ensures data integrity, as the copy of original information is always intact in the form of a backup. As per HIPAA, you are also required to enforce data encryption when it is transferred over open networks. Since data can be shared through email or web-based document management, with a professional document management system, you can be completely sure of security of information.

Physical safety standards: As per HIPAA, the software and hardware used for maintaining health insurance records should be in proper condition and free from frequent breakdowns. With the access control features you can ensure that the information is created, modified, stored or deleted by authorized personnel only. This way the information will be accessed only when needed, resulting in better maintenance of both hardware and software. This will also ensure that any personnel coming for repair or maintenance of hardware and software are unable to access any information.

The implementation of Privacy and Security Rules has changed the way health related information is handled by various organizations. Confidentiality is a major concern of both clients and employees when it comes to their health records. Document management software provides a foolproof way to protect the privacy of all information pertaining to your clients or employees and ensure security at all levels.

Steve Breault “DocMeister”

Document Management Software Begins New Era

Friday, February 4th, 2011

Steve Breault

Quick decision making, increase in amount of data, gaining competitive edge over others and need for risk management are some of the factors influencing businesses to adopt document management systems for day-to-day functioning. Apart from this, increasing need to cut costs and optimizing productivity are some of the challenges that businesses face today. Though most companies and organizations today have switched to digital document management, many are yet to utilize this technology to its full potential.

Some methods such as taking backup on CDs and DVDs, using RDBMS and web-based sharing of documents do work to a limited extent. However, document management software presents a more integrated and holistic approach towards information management. Features such as automatic data capture, indexing, easy search and quick retrieval make document management systems an integrated solution.

Streamlining critical operations and increasing efficiency is vital for a business to grow. Some important functions that document management software must perform are:

· Use automatic data capture tool to import documents into the system

· Store and archive data for use when required

· Index documents for easy and quick retrieval

· Provide tools to distribute and share documents at different levels

· Provide tools to protect documents from unauthorized access

The main aim of document management software for your organization should be to simplify business processes and consequently increase efficiency. Along with this, it should help expedite different procedures, promote greater collaboration within departments or organizations and facilitate compliance with filing norms.

Various surveys and research has shown that, on an average a worker spends approximately 12 minutes in processing a document such as a form or an invoice. Out of these, 9 minutes are spent in looking for related data such as previous records or reports. An office makes approximately 20 copies of a document per day, loses at least 1 document out of 20 and spends close to $250 in searching, reordering or recreating a file. Statistics plainly state that precious time is spent in searching and recreating documents, which can otherwise be utilized to review business goals, increase productivity and concentrate on customer satisfaction. Document management software can help your business in several ways such as:

Save time: Document management system helps you answer critical issues immediately by providing required information instantly. Search and retrieval tools help locate documents quickly, thus decreasing processing time. Along with this, the storage and archival features have completely eliminated the issue of lost documents, thus saving time spent on searching and recreating documents.

Cut costs: With everything saved in a digital format, there is no longer need for filing cabinets. Apart from this, most documents can be shared or distributed over a network, thus reducing the cost of printing documents.

Minimize errors: A document management system works with minimum human intervention, thus decreasing common filing mistakes. The automatic data capture features scans and files document in a user-specified windows folder, eliminating any mistakes that may be caused when filing documents.

Increase collaboration: The system is available centrally and is integrated such that documents can be retrieved by anyone who may require it. This helps organizations work in a coordinated manner. For instance, one department need not wait for another to provide any information as all they need is available through document management system.

With rapidly-changing technology, your clients expect quick solutions to their problems and instant access to any information they want. People today are quick to change their service provider even if smallest of problems are not resolved within a given timeframe. It’s needless to say that your business can only compete with its counterparts when you employ the latest tools and assure customer satisfaction.

Steve Breault “DocMeister”

Document Management Software Replaces File cabinets

Monday, January 24th, 2011

Steve Breault

Document management is an integral part of the administrative system of any organization. Your business objectives or goals can never be reached successfully without a robust document management system. Besides automation, there are several benefits of installing document management software for your business. Higher level of security, better storage options and saving cost on material such as stationery, printers and filing cabinets, are some of them.

With almost every software company coming up with document management solutions, getting document management software that meets your needs can become a bit confusing. Automatic data capture, OMR processing, barcode reading, version control and auto filing of documents in Windows folders are some of the features offered by document management software. However, requirements would differ from business to business and you will have to evaluate your needs before purchasing a document management system. Some features that you must consider include:

Functions related to records management: The software should be able to regulate the creation, modification and maintenance of the digital records. Easy search and access are two of the most important features of a document management system that you must look for. The software should be able to search and retrieve records using keywords or names of files or other conventions such as ID number of files stored on the system. Apart from this, it should be able to file, store and update electronic records. It should also be able to track movement of records or files between different users. For instance, in case a report or policy file was shared or distributed among employees, the software should keep a record of users to whom the files were sent.

General functions: Though you must look for features specific to your business requirements, the document management software you choose should definitely have general functions. Software developers usually include Help files and Menu shortcuts so that the software is easy to use. Make sure that the software you choose is simple to learn and operate. For instance, the Menus and Commands of the software should be easy to understand and operate. Similarly, the error messages should be easy to follow and rectify.

Customization: Though automatic data capture always forms part of a document management system, you must look for software that can be modified to meet the specific requirements of your business. As such, the software must be customizable so that particular requirements pertaining to your business can be incorporated. For instance, following a naming convention for files or documents always makes it easy to search or file. This is can easily be implemented if the software is customizable.

Manage different file formats: As your business grows you will be using several file formats such as videos or audio files for presentations, PDF, text, images, and so on. Make sure you select software that supports all types of file formats. For instance, a relational database system can support only tabulated data. However, such a system will not be feasible when your records contain other file formats.

Performance: The document management software you choose should be compatible with your current computer system. However, if you are planning to change or upgrade to a higher version of the hardware, make sure the document management software you purchase is compatible with the new system. Also, in case you plan to upgrade the hardware system at a later stage, the software should be able to adapt to the new system.

Once you have selected software that meets your requirements, make sure it is tested with mock records and file formats before you make the purchase. This is because in case there is a problem, it is fixed before the software is installed for your entire office. This can be done either at the vendors’ place or by installing the trial version of the software on one of the computers in your office.

Automatic data capture will be one of the primary features of any document management system that you choose. Apart from this, an important point to consider is versions of software available, so you can simply upgrade to another version instead of purchasing a new software as the need arises.

Digital Document Management Controls Document Versions

Monday, January 24th, 2011

Steve Breault

Steve Breault

More than 80 percent data of a business resides in documents making document management the deciding factor in the efficient running of an organization. There is no doubt that document management software has made records and information management very convenient. However many companies have also started switching to digital document management to gain an edge over their competitors.

 

There are several advantages of document management system over the conventional methods of filing documents. For instance, you no longer need to take prints or make copies of documents to share them with others, as document management software can be used over a network and documents shared through a virtual repository. Digital document management also reduces scope for error, as everything from creation of document to their modification and deletion is automated. Document management software is usually customized to accept certain file conventions while creating a document, otherwise the system would show an error. Such features of document management system ensure accurate entry of information and minimize errors.

 

Version control is another important component of document management. This feature helps in managing multiple revisions of the same document. This often happens when a team is working on a project, where each member is likely to make changes to one or many documents. Having several versions of the same document with every member of the team, it may become difficult to manage the revisions. Problem occurs when the team does not know which the latest workable version of a document is. For instance, software developers may make very small changes to a long set of coding, however, without giving a different name to different versions of the code, it will be very difficult to know which coding worked.

 

To resolve this issue, document management software uses version control to store and retrieve different versions of a document. There are many ways of saving versions of the same document. You can either suffix the name of the file with a number or simply add the date of creation or modification to the name while saving the document. For instance, year of creation may be used while naming company policies, so both administrative staff and other employees know the latest version of policies. 

 

In digital document management, a version control system manages documents and directories and tracks changes made to them over time. This helps you recover an older version of a file if and when needed. This is an important feature especially when there are many people working on the same file. It also helps in keeping track of documents created over a period of time. For instance, the older version of a monthly report would help compare the changes that have taken place over the past few months. Similarly, an older version of a presentation shown to senior management helps you know what information was shared during the last meeting.

 

Version control in document management software also helps keep track of changes made to the document and who made those changes. This makes is easier for team members to collaborate and create documents updated by every member of the team. Making different versions is also easier with a version control system. Such a system saves file as you edit them, thus recording a different version of file to which changes have been made. You can also revert to the previous version of the file, so the older version remains intact.

 

Being part of document management software, version control support several file formats. Whether you want different versions of a PDF file or an image file, you can easily manage any file using version control. Along with this, the system also creates backup of all the versions of a document. These versions can then be retrieved and shared through the network, storage device or email, whenever required.

 

Digital document management has truly made management of files much more convenient and comfortable compared to the conventional methods of filing. In fact, one cannot imagine version control without a digital system. A digital document management system is essential for increasing the efficiency of your business and streamlining the flow of documents required to support your business.