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Document management options should be researched
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Researching the options before adopting a document management service is a must-have, according to a source. Anna Winston, writing for Building Design's website, said opting for the right system for the firm is essential to reduce the number of lost emails and the amount of disruption. She said there is now a wide array of programmes on offer and it can be confusing selecting the most appropriate ones. Firstly the type of system it is must be examined, with Ms Winston saying there are basic programmes which manage folders, emails and contacts, progressing to more complex systems which offer services like managing staff lists. The price of the offerings is also debated by the writer and the services gained through this. Many firms opt for widely-used technology while other firms opt for lesser-known programmes which have been developed for a specific area of business, the writer states. Pete Whitcomb, IT manager for HOK Sport, said some systems just categorise data and do not touch it, while others remove all the information into a database. He adds the latter system makes it hard to switch to an alternative programme later on and so some firms prefer the indexing option. Stephen Solt, IT systems manager of CZWG, said companies must be strict with themselves to work in the most beneficial way for the system. "The absolute key to all of these systems is to be prepared to commit to recording this information in a structured manner and to have somebody responsible for ensuring that this happens," he said. Mr Solt also advises before adoption one person is placed in charge of the decision and commits "quite a lot of effort to making sure it's done the right way". He tells the website a significant investment of money will be made into the system, so a wrong move can cost. Proctor and Gamble is one firm which has recently adopted an electronic document management system. The company said it is hoping to reduce the amount of paper produced and save money while still adhering to compliance requirements. Azzurri is transforming the way organisations buy and use communications and information technology.  |
Azzurri provides digital print and document management solutions that save you time and money.