2014 is almost over, which means it’s high time to evaluate and analyze in order to establish strategies for the new year that’s about to begin. Before you start doing a thorough evaluation, it’s obvious you need to assess what went well, what needs improvement and what you need to eliminate from you company’s strategies. All the data you need is found in your company’s records, therefore Document Management comes once again to regain its status as one of the most valuable business resources.
However, it’s important to keep up with the constant progress in technology and ever-changing workflow habits, so that you maintain a competitive edge in your industry. Regarding Document Management, there are some trends that will most definitely shape the way we store, use and distribute electronic documents.
Records management is more than just documents and images used internally in a company or organization
The traditional practices and tools used to manage digital records need to evolve because they need to address compliance, retention and categorization requirements specific company policies. It’s important to manage and control the entire life-cycle of a document, rather than just at the end of information distribution. Business records are now constantly generated outside the traditional office desk. Employees are working remote or are mobile, which means Document Management is no longer adequate in its traditional from. Of course, when working with smartphones, tablets or other devices, it’s important to consider the security factor, but also to accommodate collaborative work. Sending, editing, downloading and adding documents should be easy and secure, and that’s why you need to integrate a Document Management System allowing users to have a flexible workflow, sharing and working on documents form different locations.
Considering all these aspects, another important factor is file versioning. A reliable Document Managements Systems should be able to support different file versions, making it easier to track and review, different versions of a document or file, because it’s easier to analyze alterations made by various users. Otherwise, it’s difficult to know which user did modification or adjustments to a document and follow the project progress. File versioning is closely tied with access rights. You want t make sure no one is editing, deleting or even viewing critical documents, therefore access rights are a definite must. Only predefined users should be allowed to view certain documents, others should be able to view and modify them, and a completely different category should be able to delete documents.
Various types of files
Traditionally, stored files were mainly documents and images, but now it’s important to consider storing various types of file formats, such as PDF, CAD files, email attachments and other types of files. It’s no use having those files scattered around in folders and various other places if you’re not able to import them into your Document Management System. Therefore, you need to make sure your current system keeps up with those changes, or else you don’t even need to bother investing in a Document Management solution that doesn’t offer support for at least the more usual file formats that are used now a days.
When migrating from a system to another, many managers fear they will lose important data and often consider maintaining older system in read-only mode, for data preservation. However, if made with caution, the transition to a new system can run smoothly, if you consider business, compliance and legal needs.
Considering these trends in Document Management, VENDOM is a reliable and secure Document Control System, able to track and control the entire life-cycle of a document. It supports a wide range of file formats, it enables collaborative work and it’s easy to access even by remote users.
Photo credit: Pixabay.com, user: geralt