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.

bad credit california commented on 30-May-2014 04:27 PM
get bad credit ratings inside California
stores that sell kamagra commented on 31-May-2014 01:19 AM
The least expensive Pharmacy Online
reputable online pharmacy levitra commented on 31-May-2014 01:49 AM
The most cost effective Pharmacy On the internet
buy nolvadex and clomid uk commented on 31-May-2014 02:20 AM
The least expensive Pharmacy On the net
codes psn gratuit commented on 19-Jun-2014 11:14 AM
Very great post. I simply stumbled upon your weblog and wanted to mention that I
have truly enjoyed surfing around your blog posts.
After all I'll be subscribing to your rss feed and I'm hoping you write once more
Rudolph commented on 20-Jun-2014 02:59 AM
Hi fantastic blog! Does running a blog similar to this require a large amount of work?
I have no understanding of programming but I had been hoping to start my own blog soon. Anyways, should you have any recommendations or techniques
for new blog owners please share. I understand this is off subject but I simply needed to ask.
Appreciate it!
Plan cul commented on 20-Jun-2014 05:40 AM
Way cool! Some extremely valid points! I appreciate you penning this write-up
and also the rest of the site is also very good.
_______ ___ commented on 25-Jun-2014 07:39 PM
Regards! A lot of postings!
flashlight taser video commented on 26-Jun-2014 01:45 AM
surefire 6p defender flashlight commented on 26-Jun-2014 10:41 AM
Because unlike most bets in places you risk losing
money to have an incorrect prediction, live betting
in penalty shootouts can be a sure-shot way
of winning if you need to do it right. Unfortunately there doesn't seem to become much
that may be done to "fix it.
It means I don't let it get to me if I get have less chips and I keep my emotions off of the playing table. Binary trading options is usually an up and coming fiscal investing manner in which you are going to find exclusively 2 possible effects, and hence the name Binary.
However, many people that gamble because of this often find yourself losing even more money compared to they started out owing. Every state has state lottery, even during states where casino's and horse tracks aren't legal.
who makes the best cordless vacuum commented on 26-Jun-2014 10:12 PM
striped window shade
herbal essences coupons commented on 27-Jun-2014 04:43 AM
Highly energetic post, I loved that a lot. Will there
be a part 2?
article commented on 27-Jun-2014 06:53 AM
Yes! Finally someone writes about xbox ring of fire fix.
video commented on 27-Jun-2014 08:21 AM
Good day! I could have sworn I've been to this blog before but after browsing through some
of the post I realized it's new to me. Anyways, I'm definitely delighted I
found it and I'll be bookmarking and checking back frequently!
six commented on 27-Jun-2014 12:14 PM
Helpful info. Fortunate me I discovered your site by chance, and I am surprised why this coincidence did not took place earlier!
I bookmarked it.
buy generic kamagra commented on 04-Jul-2014 07:46 AM
Why people still use to read news papers when in this
technological globe everything is presented on web?
Woah! I'm really loving the template/theme of this blog. It's simple,
yet effective. A lot of times it's very hard to get that "perfect balance" between user friendliness and appearance.
I must say you have done a excellent job with this.
Additionally, the blog loads very quick for me on Opera.
Outstanding Blog!
Yukiko commented on 14-Jul-2014 03:10 AM
Your style is very unique compared to other folks I've read stuff from.
I appreciate you for posting when you've got the opportunity, Guess I'll just book mark this web
rencontre cougar commented on 26-Jul-2014 02:13 AM
you're truly a excellent webmaster. The site loading speed is incredible.
It seems that you are doing any unique trick.

In addition, The contents are masterwork. you've performed a magnificent job on this matter! commented on 27-Jul-2014 08:03 PM
Some people criticize this as a flawless design for i - Phone and prefer their
old i - Phone. ) It has only gotten more difficult to compare between the carriers.
Beginning today Apple has begun accepting orders for unlocked GSM versions of the i -
Phone 5S via the firm's online store.
throne Wars cheats commented on 28-Jul-2014 08:55 AM
I phone has been a trend setter in terms of business
and funky phones for last few years and since its launch, it has been a rage in all
age groups of society. Analysts and pundits were off the mark with that prediction, as instead Apple chose to release the i - Phone 5C as a replacement for the i -
Phone 5, which in the past the company would have continued to sell at a $99 price point on contract.
Instead, you can simply switch the SIM card in the phone and use the local GSM services,
just like the way you have been using on any previous unlocked phone.
Duty of Heroes Hack commented on 28-Jul-2014 10:58 AM
So unlocking it would give you considerable advantage over
a phone that you are using under contract with some carrier.
Additionally, the sensor is about 170 microns thin with 500 ppi resolution and used to unlock
the i - Phone 5S or make purchases. One of the most common screens anyone
sees on the i - Phone is the slide to unlock screen.
rencontre cougar commented on 29-Jul-2014 05:38 AM
I am regular reader, how are you everybody? This
paragraph posted at this site is really pleasant.
slots - pharaoh's way cheats commented on 30-Jul-2014 03:28 PM
AT&T has been making great strides in service quality tying and in some cases outstripping their rival.

Additionally, the sensor is about 170 microns thin with 500 ppi
resolution and used to unlock the i - Phone 5S or
make purchases. If you need to unlock your phone, visit
us at and find out more about the official i - Phone unlock service.

Post a Comment

Captcha Image

Trackback Link
Post has no trackbacks.

Reap The Rewards