Digital File Management
Digital file management can fall into two different categories. ECM or electronic content management uses systems to manage current "work in progress" documents. These non-static documents are still in their original file format (Word, Excel, Power Point, etc) and can be checked in and out of the system by authorized users. As the documents are modified, new version numbers are assigned as they are checked back into the system. They are indexed on a full text level or by key words. Internal storage is done for short periods before they are migrated to an EDMS system
Electronic document management system (EDMS) is for files that have entered their inactive stage. These documents are now static and are scanned and converted to a PDF, Tiff or similar file format. Indexing of these documents can be done by manually entering key fields, character recognition, optical character recognition (OCR) or intelligent character recognition (ICR). Searching for documents is done at the key field level and storage of these files is typically done on magnetic media, optical disk, or in an off site data repository..
The management of your digital files can also be done on a much smaller scale and simplified to meet your company's needs. The important thing is to make sure everyone is following the same guidelines and that your guidelines are compliant with legislative and industry standards.
Does each employee have their own system? Are you using a system that is not getting the job done? Does your current system have an open architecture or does it offer flexibility for future changes or modifications? Have you addressed current changes in legal requirements for electronic documents and e-mail retention? All of these subjects are important when creating the policy for managing your company's electronic documents.
Discovering what makes sense for your company is the hard part. There are many options but which one is the most cost effective and the one that will improve your company's efficiency? The J. D. Carton team is ready to help. It starts with a brief meeting to discuss your goals and wishes. We will perform a free evaluation of all your records and document management practices.