The most of the important work in any organization is based on the documents. These documents are in the form of contract agreements, business forms, policy statements, letters, audit reports etc and the management of these documents as important as they are important to the organization. The Online Document Management System (ODMS) assures management of documents by applying new technology to the document and processing of the documents.
The ODMS is a crucial invention in the information management field. This technology speed up the communication, increase the revenue of business and most importantly, it saves the paper.
Defining Best Standards For ODMS:
Complete understanding of the vision of the company and what technology would help to achieve that vision, some best practices should be defined like whether to deploy physical data servers or online cloud storage for document backup purpose by knowing which one is the more effective way and has better opportunities in future. It requires an endeavor perspective from the very beginning to get the head start.
If someone doesn’t understand the how automation of documents and information will impact the other side of the company, one can not able to create coherence indexing plans and search strategies. By choosing effective ODMS, management of records will save sufficient amount of time for company’s vision and achievement plans.
Also, for better achievement, understanding of company’s decision-making hierarchy and politics is important. Many implementations lead to failure due to ambiguous ranking order (hierarchy) and diplomacy.
Information Technology and administrative management should follow and correspond on the overall vision and how technology fixes it for the minimum year, to ensure ODMS project aims are logical, applicable, and properly scaled. Both of these sides must think together to build up and communicate a shared vision with achievable goals.
Elements of ODMS:
Defining the best elements for the technology which is available to solve facing challenges and implementing it in a proper manner will produce the robust results. It means finding the best offer for short- and longer-term business requirements and applying it as per the well-conceived and detailed plan.
Following elements will make an ODMS more productive.
- Focus On Important Information
The basic aim of ODMS is capturing of all of the essential corporate information of the business, whether it’s in the mailroom, at a customer site, or in a remote office. Information goes into in organizations in multiple ways such as, from paper documents to online forms, images, emails, faxes, barcodes, electronic signatures, and more.
Looking for an important data within documents and storing it in an intermediate and easily find the location so that user can gain access to it whenever it is needed to the business. Before choosing for ODMS, providers make sure
- Whether it captures all the input information like all types of file formats?
- Whether it captures high-quality image formats quickly?
- Does it capture data from Image which the company wants?
- Does it have alternate back facility site to keep data safe?
- Proper Indexing Of Information
Information should get completely indexed after it is captured and stored for secure reclamation. A company with multiple departments should develop hierarchical indexes for the different kinds of information. This diverse information then can be accessed by various departments so that multiple people can find it when it’s needed.
The indexing helps to know more about how all the information is categorized and how the employees in different business fields look for it. of information Right to access the information should be different to every department while indexing the information.
The information shared to higher authority should not be accessed by those with low authority. For example, the information relevant to HR and payroll department, should not get accessed or changed by the audit department.
- Security To The Information
Document security is an important issue to take in the count while managing the information. Sensitive data should be protected against the untrusted parties. The information governance plan, which defines rules for controlling privacy to precious information of the company.
Taking corporate policies, industry standards, and regulation in mind, a regular survey of electronic data to ensure the security theft. ODMS should provide detailed transaction log records of file access activity to the company. Also, recovery of information from unexpected disasters to guarantee business progression at all times.
- Record Management For The Information
A manual records management system can error-prone and lacks consistency. Also, there is a possibility of deletion of information unintentionally while pursuing a procedure of retaining all of the company records. This premature deletion of record can cause damage to the organization.
Online Data Management System comes with an integrated record management module. This module offers automated generation and disposal of schedule over the time. This will reduce the chances of human errors and ensures effective record management.
Rules For Successful Deployment Of ODMS
Knowing the deployment rules is as important as knowing the features of ODMS. If the company won’t follow these golden rules, then the purchase of ODMS for the company is in vain.
Choose a dealer whose software unite completely with applications that company is using right now.
- Make sure all the resources( hardware and software requirements) are available in the company for the vendor to set up the ODMS. Else company will face surplus money investment and delays in projects.
- Plan two-way status update with the supplier.
- List down the suggestions from the vendor and steps to maintain ODMS for future updates and support.
With the advance in an Information technology, Information System (IS) managers are tackling for the management of documents. The information from the industry is valuable to build up the business vision and objectives. This also Online File Management Systemwill provide the clear and practical assumptions for the technologies that the company uses. OFMS illustrates the how to expand the view about the management of information and its scope and importance in the industry. Technologies that are making online managing of documents possible, where the business values for application areas are fulfilled, the role for various departments are involved in developing advanced management of the information.
via Anushka Chakrabarti |
Anushka Chakrabarti is an avid blogger of Docup, a company that does document management for individuals, tax professionals, and businesses of all sizes. She loves technology, especially cloud technology. She writes on cloud based apps and works in the online cloud file storage company.