Document management systems
There are many ways to keep documents.
- Image by Roberdan via Flickr
A document management system can be used, there is a lot of software out there that does this. Windows technically will keep your documents, but within a company, large or small are documents saved so they can be retrieved easily? I was an administration clerk before I became a trainer. An Administration Clerk is a military occupation that does not exist anymore, they were changing it as I left the military. We are administrators, HR, document management and much more. I am a bit stuffy when it comes to a company organising their documents.
If your organisation is one person then you are the only one who has to find the documents you need.
But when you have more then one person who share documents you need to ensure that everyone saves them the same way. You can do this using windows but it will not stop people from creating their own system.
Document management software can be great, but costly, you can save by projects or client or both. So if you are an IT company and upgrade all the computers in a company you can have an area for that clients project, and if they hire you to then upgrade software another area can be created for that projects documents. I have taught a lot of DMS software, iManage/Worksite/Workshare, Docs Open and I have just finished a project training NetDocuments. The only one out of the three I know that is great for small businesses is NetDocuments.
A normal DMS is available on your network. That is brilliant when everyone always works from the office, but what if you work with consultants and members of staff work from home, you need to have a system that everyone can access. NetDocuments does this easily. I think that Sharepoint can also share documents but there are other issues such as setting it up and if you are not an IT person then easy to set up is best.
As with all software I say google what you are looking for then try them out, but if you are looking for a way to manage your documents take a quick look at NetDocuments.
