I find myself constantly working with software tools to improve my document production or in my marketing role. It is remarkable what can be found if you go looking for a solution to a problem, and sometimes even when you are not looking. Managing your documents and information takes a variety of actions. These are some of the IT and computer tools which I have found valuable.
Office Document Strategies Blog
Document management is a long established tool of business. For many people though it remains a world of smoke and mirrors. One of the reasons for this is the proliferation of acronyms which the industry has spawned. It seems that keeping language precise and understandable was intentionally avoided and creating terms which are often little understood became the norm. In an attempt to clarify a little we offer our collection of 10 definitions or explanations of common document management terms. To help we have referenced wikipedia to obtain some of the short definitions.
Wikipedia defines a Document Management System (DMS) as a computer system ( or a set of computer programs) used to track and store electronic documents and/or images of paper documents. Smeadsoft defines it as the imaging, storage and retrieval of documents and information scanned into an electronic system. This includes both documents and files orginally created in electronic format as well as paper documents, photos and other items scanned into digital form and saved with keywords.
Both definitions start with STORAGE of documents.
If you want to store documents away- never to be looked at again - then get a brown cardboard box, fill it with paper, seal it up with tape, and store it in the basement- and in 20 years when you move- open it up- and finally decide to throw it out. Rather extreme case in point. Because if you really have documents that you will never have the need to look at again- shred them now.
But most documents do have to be looked at again for numerous reasons.
In your company is there any one type of document that seems to have the most “handprints” on it. Are invoices passed around for approval and payment processing? Is customer correspondence shared with different departments? Are meeting notes distributed to several team members.
Where to start- I’ll share my experience with Accounts Payable.
When someone talks about office documents the image that usually comes to mind is a piece of paper.
- some have made removable hard drives available as options
- all major manufacturers offer some form of security option which will provide levels of encryption and file removal
- there are reformating options which are available through the service settings on machines which will overright the hard drive and return the device back to factory settings.
- at minimum we reformat drives at the end of a lease and return the multifunction copier back to factory specs.
- for some brands we can remove the hard drive from the device, connect it to a computer and use drive overwrite software to wipe the data more securely.
- for clients who have concerns about security during the active use of the device we will configure equipment with the encryption options available from our suppliers, Kyocera, Samsung and Ricoh.
- if clients are exceptionally concerned about the potential of data on hard drives then we will offer to the client the ability to "buy" the hard drives from the device and we will put new drives into the device before returning. The costs of this option will vary depending upon how the manufacturer has dealt with their hard drive design. In some instances the drives have proprietary boot formats and are only available from the vendor leading to a more costly replacement.
There is a lot of discussion in the printing industry these days about managed print services. According to the Managed Print Services Association this concept is, "Managed print services is the active management and optimization of document output devices and related business processes". To date the focus of these concepts has been the large enterprise, organizations with hundreds or even thousands of print devices. Over time the concept is working its way into the SMB space where organizations with a few printers or multifunction printers can begin to think along the same vein.
In Part One of this blog we talked about some of the choices to be made in controlling and deploying your colour printer. But how do you decide between all of the options out there? Is a small inexpensive printer the way to go? Or would a larger more robust device be better? One of the key decisions can be based upon the total cost of ownership for your device.
IT networks are the lifeblood of the office. When the system goes down everyone goes into panic mode. Deadlines start to loom, users get frustrated and the poor IT support team is challenged to get things running NOW!
There are many productivity tools available for download off of the web. From time to time as we work to support IT networks and computer software we come across tools which we find useful and which can solve simple problems we encounter.