DMS Blog

Creating a Healthy DMS

- Tuesday, March 16, 2010

The power of a document management system lies far beyond the bells and whistles that the system in which you are using promises. Of course features such as automatic review date notification, check out check in features, document versioning can make document management easy and effective, but the true power lies in the thinking behind what document management is all about.

There are five key steps when planning and executing your document management system. These steps can be used at any stage of your document management journey and they are worth reflecting on.

Stage 1: Document quality and more importantly content quality. If you are investing your time in creating, storing and most importantly using the information stored in your documents you would want those documents to be of a high quality. Now I realise this principal sounds simple in nature, but there are a few key questions that you can ask when determining the quality of your documentation. Is the information contained in the document serving the purpose in which it is intended? Is the purpose of the document aligned with the business processes, key objectives or mission? Is the information in the document written in a way that will be easily understood, used and implemented? If the answer to your question is yes, then the likelihood of your document being of high quality is increased. If the answer is No, then you may need to question the reason for having the document in the first place or re-write it so that it does achieve its intended purpose. Just remember having a tonne of documents doesn’t mean you are managing your business effectively which brings us onto our next point.

Stage 2: Quantity of documentation. The number of documents you have available in your organisation doesn’t mean that your systems and processes are sound. Often the more "stuff" you have can cause confusion around what is trying to be achieved. Information overload is a common problem experienced by individuals and having a document management system with hundreds of documents, photos information etc... can add to this problem. When designing your document management system it is important to address the key areas in which documentation e.g. policies, procedures etc... are required. Each area needs to be determined by key business process so that the number of documents available is limited. Now I realise at times there is a requirement to maintain documentation on projects completed, orders etc... however this information should be set up in a structure that prevents it from being accessible to every individual. Part of the process P2B uses is a DMS audit and 99% of the time the problems lies with the DMS becoming a bucket to dump every bit of information into. The problem of this is that people within the organisation start setting up their own folders and documentation which can lead to duplication and out dated information being used. It is integral to set up a system that is clean, simple to use and understand and for documentation to be easily found found. A key to achieving this is by communicating this structure with the people maintaining the DMS - if everyone is on the same page then your DMS will be used.

The third Stage revolves around the structure of the Document Management System. It is recommended at best that no more than three levels of structure be created. This prevents folders upon folders upon folders being added. Creating rabbit warren structures adds to confusion and loss of knowledge and key documentation. When structuring your DMS it’s important to have the end goal in mind. This means that as your business or organisation grows so does the DMS. There are a number of ways in which you can structure your DMS - you can base it on type e.g. policy, procedure, or around key processes e.g. HR, admin, projects. The decision is entirely up to you and needs to be established based on what you are trying to achieve. As mentioned previously the purpose of keeping the DMS structure clean and easy to use is that makes it easy for personnel to find, store and use the information contained within the DMS. 

Stage 4: Versioning and document control.  This is a key element in effective document management. This ensures that the most recent documentation is available, provided that it has been uploaded into the system and the previous version is either archived or removed. P2B DMS has the ability to automatically archive the previous version once the new version has been uploaded. Keeping versioning and document control practices in place also means that a standard approach, design and information required is maintained. Consistency is they key.

Stage 5: Accessibility, so you now have great document information aligned with key objectives and processes, the number of documents available is suitable for the information required, your system is sound, easy to use and simple and all up to date versions are available. So the important stage is making sure the information is accessible at all times and in all areas. There is no point in having all this great information if no one or a limited few can access it. Accessibility also goes beyond being able to open the DMS and get the document, but it also includes the ability to easily search for relevant information. How often have you asked for a document only to be told it’s "somewhere in the DMS" - great that can be like finding a needle in a haystack. This is where an online DMS can be valuable. Online DMS mean that information can be accessed anytime, anyplace and any location provided that there is internet connection. An online DMS can be your own private internal information browser, where you can simply search and find, the added benefit to this however is that it can be completed anywhere in the world. You don’t need to be the office to get the information required.

Although these five stages seem simple in nature, you would be surprised at how many organisations fall into the trap of poor document quality and quantity, no version control, ineffective structuring and limit accessability to users. If you are finding that your DMS is not supporting your business and its goals, why not sign up for a free trial with out online DMS products.

Comments
Louella Rappenecker commented on 08-Apr-2020 10:33 AM
Remarkable! Its truly remarkable piece of writing, I have got much clear idea on the topic of from this paragraph.
izzi commented on 10-Apr-2020 05:28 AM
This article is truly a nice one it helps new internet users, who are wishing in favor of blogging.
hip commented on 10-Apr-2020 11:57 AM
thanks for sharing
imran commented on 15-Apr-2020 06:35 PM
great writing dear
childporn commented on 02-May-2020 02:41 AM
sikicem seni
http://www.sanalanket.com commented on 02-May-2020 04:22 AM
izmirde escort bulabileceginiz tek adres
childporn commented on 02-May-2020 01:15 PM
sikicem seni
Dorian Delucia commented on 12-May-2020 03:24 PM
Though, only those who have Canadian online financial institution accounts can be eligible. But being friendly does not mean that I quit concentrating on my opponents' sport. But when we appear at different platforms we see some thing else.
Bunny Ridenour commented on 12-May-2020 03:56 PM
As the sport progresses, the players will have much more playing cards and previously dealt cards are replaced. In these movies, it is the guy (or lady) with the higher intelligence that wins the sport.
Ophelia Mushrush commented on 12-May-2020 03:57 PM
Video Poker - Is the most payable games in an on-line casino and live casino. Casino games is initially a males's world. You can fold right at the beginning if you have a poor hand at prefold if you can.
Dimple Bodle commented on 12-May-2020 03:59 PM
This is a kind of game that involves using five cards to arrive up with the very best hand. When taking part in you should remain focused and play in the second. The table may be oval, octagonal or rectangular as nicely.
Dell e514dw WiFi Setup commented on 25-May-2020 02:57 AM
Facing problem while Connecting your Dell e514dw Printer to WiFi? You can follow simple steps to Set up Dell e514dw Printer to WiFi Network here.
phytage immunity 911 commented on 05-Jun-2020 02:39 AM
such a nice blog post.
blog konstruksi commented on 08-Jun-2020 03:15 AM
Building material is any material which is used for construction purposes. Many naturally occurring substances, such as clay, rocks, sand, and wood, even twigs
harga PAVING block BOGOR commented on 08-Jun-2020 03:24 AM
Build your ideal outdoor space with block paving from B&Q. Browse our range of patio & driveway paving and order for click & collect from your local store today.
UkUrAn KaNsTiN commented on 08-Jun-2020 03:33 AM
Apa itu Kanstin? Yakni yang bisa disebut dengan kerb adalah tepi di mana trotoar berada. Fungsi kanstin secara umum adalah sebagai pembatas pada tepian
tUtUp U dItCh commented on 08-Jun-2020 03:39 AM
Salah satu bahan bangunan terbaru yang sering digunakan ialah jenis precast cover U Ditch, dimana bahan ini bisa digunakan untuk penutup drainase atau ...
pAvInG bLoCk TeXtUrE commented on 08-Jun-2020 03:44 AM
Stone pavement in grey tone set in crazy style with vegetation on sides. grey crazy pavement. seamless. Seamless texture of beige and red, square blocks set .
Nyla Walthour commented on 08-Jun-2020 07:33 PM
You announce "Raise", and make it two bets rather of one to see the flop. In any occasion, the lighting's great with out becoming glare-y. Be certain to watch for this when taking part in the sport of poker and looking to be successful in it.
YesBet88 commented on 14-Jun-2020 10:59 AM
Best place to watch movies !
phytage immunity 911 commented on 19-Jun-2020 02:33 AM
a great blog post.
safe playground commented on 27-Jun-2020 01:50 AM
Best view i have seen for long time !
phytage immunity 911 commented on 01-Jul-2020 09:01 PM
amazing blog post.loved it.
Satta Number commented on 02-Jul-2020 10:14 PM
Nice information. Keep sharing.

Post a Comment




Captcha Image

Trackback Link
http://p2b0.businesscatalyst.com/BlogRetrieve.aspx?BlogID=3793&PostID=52550&A=Trackback
Trackbacks
Post has no trackbacks.

 
Reap The Rewards