Basics of

Electronic
Document
Management
 Table of Contents

Table of Contents

Table of Contents.................................................................................................................................................................................. 1
1. Introduction............................................................................................................................................................................................ 2
2. Everything is a Document! .............................................................................................................................................................. 5
3. Measuring ROI on a Document Management System ........................................................................................................ 9
4. Is Your Organization Ready for Document Management? .............................................................................................. 14
5. Preparing for a Document Management System ................................................................................................................ 18
6. Planning How to Organize Files in a Document Management System ...................................................................... 22
7. The Next Step… .................................................................................................................................................................................. 26
About Globodox ...................................................................................................................................................................................... 28
About ITAZ Technologies...................................................................................................................................................................... 29
Globodox Feature .................................................................................................................................................................................... 30
Contact Information .............................................................................................................................................................................. 32

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1. Introduction

Every tree provides oxygen

enough for 3 people to
breathe (North Carolina Office
of Waste Reduction and
Recycling)

Organizations print, copy & fax

more than a trillion pages
Did you know?

each year (Infotrends)v

42% of users have achieved

a payback period of 12 months
or less from their scanning and
capture investments. (AIIM
report "The Paper Free Office -
dream or reality?")

Electronic-only filing would

halve the storage space
needed for paper in
5 years (AIIM report "The
Paper Free Office - dream or
reality?")
 Introduction

Over the last few years, organizations across the world have acknowledged the
need to manage business information and processes more efficiently and
cost-effectively. As documents are the lifeblood of any organization, it's
important to look for better ways to manage them. Thankfully, technology has
made it possible to replace paper based document management systems with
more effective, electronic ones. This has 3 key benefits for businesses:

1. Financial Benefits
In terms of cost savings. This is primarily due to lower
consumption in office supplies and saving on storage
space.

2. Efficiency Gains
Through better ways to organize, retrieve and
manage documents; and by automation of business
processes.

3. Environmental Benefits
By reduced paper consumption, which would eventu-
ally lead to better preservation of the earth's forest
cover. Reducing your organization's carbon footprint
is one good way of fulfilling your corporate social
responsibility.

This eBook is a primer on the subject of managing documents electronically.

Here's a brief description of what we cover:
• We start off by defining what a document is.
• Then we move on to discuss the quantitative and qualitative gains that docu-
ment management software offers, under the section Measuring ROI on a Docu-
ment Management System.

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 Introduction

• Once you are clear about this, you need to assess your organization's readi-
ness for adopting electronic document management. The next section guides
you how.
• If your organization is ready, you need to start Preparing for a Document Man-
agement System - we delve into the three steps you need to take as part of this.
• Lastly, Planning How to Organize Files in a Document Management System
discusses the importance of studying the specific needs of the department
where electronic document management is first being rolled out; and then
how you will go about organizing files in the document management soft-
ware you have just acquired or decided to acquire.

By the time you have completed reading this eBook...

You will have gained a solid foundation in terms of what electronic document
management is and how your organization can gain if you adopt it sooner
rather than later.

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 Everything is a Document

2.Everything is a
Document!

.DOCX
.PDF .PXD
LSF

Whether or not your organization has a document management system in

place, it helps to know what constitutes a ‘document’. Here we do some ground-
work for you by defining and explaining what a document is. This is a starting
point for all discussions on document management. Once a document is clearly
defined, it becomes easier for you to set expectations from your document
management system.

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 Everything is a Document

A Small Exercise:

Read this word: Document

What was the first mental picture or thought you got after reading that word?
Quite likely, you got the picture of a paper or an MS Office document, especially
a Word file. Yet, everything is a document! This executive brief aims to present
'document' in its true light: to present it as it really is - not what we perceive it to
be. If you are reading this 'document', chances are you create, view, edit or inter-
act with documents everyday in one way or another. So it helps to look at how
others define 'document':

Wikipedia defines 'document' as, "A document (noun) is a bounded physical or

digital representation of a body of information designed with the capacity (and
usually intent) to communicate. A document may manifest symbolic, diagram-
matic or sensory- representational information." (http://en.wikipe-
dia.org/wiki/Document)

The UNESCO web site defines 'document' as, "The combination of a medium and
the information recorded on or in it which may be used as evidence or for con-
sultation. Examples include: a sheet of paper with writing; an e-mail message; a
film with images..." (www.unesco.org/webworld/mdm/admin-
ist/en/guide/guide011.htm)

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 Everything is a Document

What does a document do for you?

When we think of documents, we assume it's either paper or digital. But we
forget to see that any information-carrying item that communicates anything
of value is a document. We tend to look at just the file format or the medium. So
"if it's paper or .doc, it must be a document. If it's a tape or film, it's not a docu-
ment, but an object." But there's another way to look at it: What does the docu-
ment do? Your PowerPoint presentation or a demo video hosted on the Internet
may not be a document for the average surfer; but to your organization, it is an
important tool in reaching out to its potential customers. That's because of what
it does for you. So in a sense, everything is a document
That brings us to a very important question in this discussion...

I work with documents all the time, but how do I manage them?
If you are the typical office employee or even a business owner or decision
maker, you would be handling dozens and possibly hundreds of informa-
tion-carrying materials (or documents) every day. To manage so many docu-
ments efficiently, you need a system that will help you create, classify, organize,
store and process documents such as contracts, invoices, letters, emails, forms
etc. You need a document management system.

Managing information digitally

Business today is getting more and more competitive. With resource constraints,
organizations sometimes lack the capacity to invest massive resources into pro-
motional and other activities. A good way to compensate for this and increase
your competitiveness is to utilize your existing resources more effectively. This
can be achieved by cutting costs, outsourcing non-core functions etc. Still, you
will need to manage and utilize the sea of information at your disposal and keep
your communication lines clear. This can be best done using Electronic Docu-
ment Management Software (EDMS).
Document management software helps you convert paper documents into

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 Everything is a Document

digital formats, store both your paper documents as well as electronic docu-
ments in a centralized location. This translates into huge cost savings in terms of
consumables. The software helps you create, store, edit and share documents
and do much more with them. For example, you can link documents to one
another - this helps you switch between the linked documents in just one click
and save time. You can highlight text within a document, stamp the document
and sign it. In fact, GLOBODOX enterprise document management software can
be configured to monitor pre-specified folders so that as soon as a new docu-
ment is added to a folder it becomes visible in GLOBODOX!
Using document management software has helped countless businesses across
the globe gain complete control over all their documents and helped improve
their operational efficiency. This has made them more competitive. You too can
benefit from this technology and further improve the way you manage your
business. Visit the GLOBODOX web site to learn more about document manag-
ment software and how it can work to your advantage.

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 Measuring ROI on a Document Management System

3.Measuring ROI on a
Document Management
System

Every business that is run for profit wants to and more importantly needs to
recover the money invested in it. Only then does it make the business of any
value in financial terms. This means you should aim for every investment in your
business to yield a positive Return on Investment (ROI).
Whether you want to expand your operations to a larger building, whether you
are looking for a scanner for your department or maybe you want to introduce a
document management system (DMS) in your firm, your business needs to con-
sider what the Return on Investment will be. Here we discuss the quantitative
and qualitative benefits offered by electronic document management systems
to any organization that chooses to invest in one.

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 Measuring ROI on a Document Management System
Measuring ROI on a Document Management System

"Should my company invest in a document management system?"

Before you decide whether or not to invest in a DMS, it is important that you-
consider:
1. Calculating your return on investment based on the various cost compo-
nents and the monetary savings/gains to be made
2. Weighing the non-financial benefits of having a document management
system against the cost you would incur.

Some questions to ask yourself to help you calculate the ROI...

1. How many people does my office employ to manage documents and what
do they get paid per hour?

2. How many documents need to be retrieved and how many copies of docu-
ments are created every day?

3. What are the costs of office supplies (stationery etc.) every month?

4. What is the monthly cost incurred on storing documents?

There are, of course, many other points you may need to consider to get the num-
bers right depending on the size and complexity of your business. Let us take a
very basic example, where your company hires 10 people whose primary job is
handling documents and who get paid at $15 an hour. If each employee spends
1 hour on average searching a paper based document, retrieving it, making
copies of it and filing it again; you end up incurring $150 every day simply on
managing documents! In a month of 22 business days, that's $3,300 - or $39,600
a year; not a petty amount by any means - even for a large organization.
Now say you invested in multi user document management software costing
$5,000 for a 10 user license pack. You also purchase a scanner for $1000. Your total
investment will be $6,000. Your employees will have all their documents stored in
the document management system's database and accessible from the DMS, so
it will only take them a few seconds to pull up the files they need and possibly a

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 Measuring ROI on a Document Management System

few minutes to scan any documents, which equates to a much more productive
working day. Numerically speaking, with your 10 employees spending hardly 15
minutes each day managing documents, the per employee cost at $15 an hour
will be just $3.75; and your total daily cost will only be $37.50! That means you
would spend $825 a month - just $9,900 a year managing documents. Add to it
the $6,000 you invested in the DMS with a scanner, and your total cost is only
$15,900. How much do you save? That's right: $39,600 less $13,400 = $23,700 in
the first year itself!
Even if you tone down the savings to make the case for a DMS less one-sided, you
cannot ignore them - they are just so huge.

Now let's look at the non-financial benefits...

In addition to the monetary savings that can be made, a document manage-
ment system delivers many more business benefits.

1. Save time
Offices run on information, so if the data you have at
your disposal is not organized systematically, your time
is wasted. When you manage your files electronically,
you can organize them by folders, tags and document
types, depending on the software you use. A typical
solution would have quick and advanced search
features to help you locate files faster.

2. Improve efficiency
Multiple users can access the document management
software simultaneously, resulting in improved commu-
nication and work getting done faster. If the DMS has
built-in scanning software, you can easily convert paper

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 Measuring ROI on a Document Management System

documents into digital files and even email them to your

clients, thereby portraying you as an efficient firm to do
business with.

3. Remote access possible

Some document management systems allow you to
remotely access your important electronic files, ensuring
that even if you are outside your office, you can carry on
working. This means you can complete your work faster,
resulting in higher productivity and lower turn-around
times (TAT).

4. Disaster recovery
Desktop applications usually allow you to back up your
documents to a secondary location which could be
another computer on your network or even an online
location; so you don't lose your data in case of any disas-
ter. You can also quickly retrieve all the backed up docu-
ments, thereby maintaining business continuity.

5. Compliance
Some types of organizations are required by law to
manage records in such a way that these are transparent
and readily available to certain agencies and the public.
Document management systems help such firms orga-
nize and manage their information to meet these stan-
dards. For example: a) The Sarbanes-Oxley Act in the
financial industry, and b) The HIPAA in the medical field.

6. Eco-friendly
Electronic DMS either completely or drastically reduces
your business’ dependence on paper. This in turn helps

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 Measuring ROI on a Document Management System

save the environment in two ways. Firstly, it saves trees;

and secondly, if adopted widely, it reduces the demand
for paper. Paper manufacture causes a lot of air pollution.
So the next time you scan a paper document or decide
not to print an email, you can be sure that you are playing
your part in making your surroundings healthier.

These are just some of the non-financial gains of investing in an electronic DMS
solution. Generally speaking, the wider the implementation of a DMS across an
organization, the greater the ROI. This is true especially of desktop DMS solutions
like GLOBODOX, as investing in larger multi user license packs tends to lower the
per user license cost to the organization. Measuring ROI on a document manage-
ment system is important, so long as it does not delay the process of rolling out
the DMS. The sooner you implement a DMS in your organization, the quicker you
can recover your investment in it.

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 Measuring ROI on a Document Management System

3.Is Your Organization

Ready for Document
Management?

Before introducing an electronic document management system (EDMS) to your

business it is important to understand how you want to manage your documents
and what the ROI would be by investing in an electronic document management
system. Quite simply put, is it worth investing in an EDMS or is it better to carry
on with the way documents are currently managed?
Once you discover that an electronic document management system can trans-
late into monetary and other business benefits, you need to decide if your orga-
nization is ready for document management. This is important as every organiza-
tion is at different stages of growth. If you do not have adequate document
volumes, or the staff to justify the investment then it may not be the right time to
introduce an electronic document management system.
In this section of the eBook, we help you find out if your organization is ready for
an electronic document management system (EDMS). An EDMS helps define and
manage business processes more effectively, proving to be an asset to the firm.

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 Measuring ROI on a Document Management System

Consider these factors...

Below are some factors that will help you decide whether your organization is
ready to look for a document management system:

Volume of documents handled

No matter what the size of your business is or how many people you employ,
most businesses generate dozens - if not hundreds - of documents a day. Most
documents exchange hands or are emailed several times, often with many revi-
sions. This can lead to the managing of documents becoming a project itself. If
you find your organization or department facing a similar challenge, then the
time is ripe for you to look for a document management solution.
Without an EDMS, your staff may sometimes feel overwhelmed but with good
document management software in place, they will always be in control of the
documents they have generated and need to work on.

Paper based documents or Electronic documents?

The Natural Resources Defense Council (NRDC) web site states that, "A typical
office disposes of about 350 pounds of wastepaper per employee per year. Iden-
tifying ways to reduce paper use can save money." The NRDC figure is an average:
your company may be generating far less - or far more - paper based documents
every year. If you have not yet converted your paper-based documents to an
electronic format, then consider making it a priority. There are 3 main reasons to
do this:

1. Compliance
The law sometimes stipulates that you keep your business
records well-organized so that when needed for the pur-
pose of review, the required data is readily available. E.g.
The Sarbanes-Oxley Act (SOX), which was passed with the
purpose of building and restoring public confidence in

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 Measuring ROI on a Document Management System

the financial reports of American corporations. If docu-

ments in your firm are managed electronically, their
mobility and longevity increases tremendously. This
comes as a big help during reviews and checks carried out
by government agencies, as all your data would be in
place.

2. Storage space
Businesses that survive in the long run tend to maintain a
paper archive of documents. As office space comes at a
premium, it may not always be feasible to keep your docu-
ment archive in-house. You might have to store the docu-
ments at an offsite location, which again costs money. You
may save money by outsourcing document storage, but it
is only a temporary solution. The only lasting solution is to
digitize your documents by scanning them and saving
them in PDF, TIFF and other file formats and using OCR to
.DOCX .X
.PDF PD LS
F
make their content searchable. A document management
system makes this possible and at the same time does
away with the need to rent space to store paper based
documents. Documents that are no longer required can
be destroyed using safe, legal procedures.

3. Cost savings
As a primary medium for storing information, paper
proves to be quite expensive since it is a recurring
expense. Add to it related costs like files, other supplies,
filing cabinets etc. and your costs go up even more.
Switching to electronic document management may cost
you some money initially, but it works out to be an eco-
nomical alternative in the long run - and most, if not all,
businesses plan to survive in the long run!

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 Measuring ROI on a Document Management System

Business continuity
If you have stored your paper based document archive offsite at a distant but
low-rent location, it does save you money in the short term. But in the event of
a natural disaster like a flood or tornado, if your entire paper archive is
destroyed, you may have nothing to fall back on. If you have invested in an
EDMS, that will become your main document database and your paper archive
will only serve as a secondary backup - that too only if you really need it (your
primary backup should be online through an online backup service). Even if the
natural event extends to your office and your machines are destroyed, if you
have backed up your document database online, your document management
system can be up and running again within hours of getting your IT setup back
in place. If you see the clear advantage of trusting an electronic document man-
agement system with your document database, then you are ready to proceed
to the next step.

Buy-in from stakeholders

IT Managers face the challenge of evaluating the need and readiness of their
organization to adopt EDMS on the one hand; while on the other, they have to
convince the various stakeholders of this need. The CEO may be ready to give
the formal assent, but the finance department may have their own calculations
to do. Sometimes, it is also important to get the opinion of the employees who
are actually going to use the software. They need to be taken into confidence. So
if you have not yet got a buy-in from all the parties involved, you should wait
before proceeding to shop for a document management solution. However, if
you have taken the necessary permissions and inputs from them, then it’s time
you began evaluating a document management system.
Based on the factors we discussed above, if you are convinced about the readi-
ness of your organization to adopt an EDMS, you should start preparing to roll it
out in a phased manner. It may take some time for your firm to convert your
paper archive into digital files. But if you use a solution like GLOBODOX enter-
prise document management software, it will be well worth the investment,
both in financial terms, as well as in terms of operational efficiency.

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 Preparing for a Document Management System

4.Preparing for a Document

Management System
EDMS

In the Introduction to this eBook, we said an Infotrends study reveals that busi-
nesses print, copy and fax more than 1 trillion documents every year. That's
1,000 billion documents every year! Your firm may not work with something
anywhere close to that number; but if the number of documents your firm han-
dles poses a challenge, then it's big enough to justify getting an electronic docu-
ment management system (EDMS). In that case, you'd better start preparing to
put one in place, as the sooner you begin using a document management
system, the sooner you can start making the transition and reaping its benefits.

This section focuses on the preparations you need to make before your employ-
ees start using an EDMS as part of their daily work routine.

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 Preparing for a Document Management System

The preparatory stage is the most crucial stage in implementing an electronic

document management system. You already know that you need an EDMS and
you also know the kind of returns you can expect and in what timeframe. But in
order that your organization does derive the benefits it is looking for, you need
to make the right decisions as regards the type of EDMS to choose, the extent of
implementation in the initial phase, who will evaluate the options available etc.
Let us look at what exactly preparing for an EDMS entails:

Identify department or process

To ensure successful deployment of an EDMS, we recommend adopting the
following approach:
1. Roll the software out in a phased manner to ensure business continuity
2. Start with a process where the need to go paperless is urgent
3. Let the staff practice using the software so that eventually they will be able
to speedily complete their tasks with the help of the software
4. Evaluate the software's performance as to how it has helped the staff work
more productively and efficiently, before you extend it to other processes.

Identifying relevant EDMS features needed by each department

There are a number of document management features that every individual or

department will use. Common features include: quick and advanced searches,
scanning and indexing features, ability to work with folders and tags (labels),
import existing folder structures, export documents to external media etc. Yet
not all departments need advanced features.

Modern document management systems offer advanced security features like

document-level access control, hierarchical security groups, audit trail etc. Some
suites also offer features that allow documents to be saved as drafts under
review, so that only those users who are authorized to modify them can access
them while they are under review. This is a useful feature when working in a
team structure; e.g. a copy editor reviewing the work submitted by their team of
copywriters.

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 Preparing for a Document Management System

A feature like workflow may not be required by all departments. This feature,
although quite popular, is best suited to processes that are built around specific
tasks performed on a document by the users. E.g. in the case of mortgage loan
processing, where a client's file keeps heading towards the closing table as the
documents in it move through the workflow pipeline. Now if you work in the
above scenario with a team of copywriters, you should look out for document
management software with the drafts feature rather than a system that offers
workflow. Such decisions need to be made at the preparatory stage of imple-
menting a document management system.

Evaluating the software solutions

Once the extent of initial implementation and the features required have been
determined, it's time to evaluate the different EDMS products out there. Before
evaluating the features and performance of the software, you need to deter-
mine your budget for the initial phase and for subsequent phases too. Your
shortlist of EDMS products will consist of those which fall within your budget or
do not exceed your budget by much.

For evaluating the software, choose a small team of evaluators that comprises
one of your IT Managers as well as a mid-level Manager of the process for which
you are getting the software. This will take care of the technical aspects as well
as ensure that the software can 'fit-in' with the unique requirements of that pro-
cess. Apart from the features and performance, an important point to consider
is ease of use. Does the software have a simple interface? Can the average user
be trained in a few hours and get started with the basics without needing much
supervision? A solution like GLOBODOX obviously scores here as its MS Out-
look-type interface is familiar to most people.

The preparatory stage is crucial because this is where you determine how many
resources you want to commit in terms of money, manpower and records. If you
introduce electronic document management in a phased manner, then even if
you find that your expectations from the system were less or more, you can
always go back to the drawing board, re-work your needs and extend the docu-
ment management system smoothly to the rest of your organization.

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 Preparing for a Document Management System

It is advisable to conduct a periodic review even after the document manage-

ment system has been extended to the rest of your organization. This is needed
as businesses operate in a dynamic environment and therefore the requirements
of each department could change over a period of time. GLOBODOX enterprise
document management software is designed to be scalable and can adapt to the
changing needs of your business.

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 Planning How to Organize Files in a
Document Management System

6.Planning How to Organize

Files in a Document
Management System
TAGS

TAGS

TAGS

Once an organization has decided to introduce an electronic document manage-

ment system (EDMS), they then need to go through two key planning processes:
firstly EDMS selection and secondly, the implementation process. We begin this
section with a quick look at the first process. We then discuss why it is important
to plan before you start organizing your documents and how to go about orga-
nizing them.

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 Planning How to Organize Files in a
Document Management System

Quick recap of EDMS selection process

In the earlier section we saw that process of EDMS selection requires a business
to:
• Identify the department or process where it is needed most.
• Compile a list of features required from an EDMS that will help your staff
perform their tasks most efficiently
• Look for solutions that meet the criteria set by you while being within your
budget
• Evaluate the solutions available and decide which one best meets your
requirements

Once a selection has been made it is then just as important to plan for the imple-
mentation of that system and decide on how you want to organize your docu-
ments so that looking for them when you need them does not become a job in
itself. This essential preparation before introducing your electronic document
management system will ensure that your business...

i. Reduces the amount of paper it uses

ii. Enables your organization to quickly and easily find documents
iii. Work on those documents with ease and thereby help meet your depart-
ment's goals.

Planning How to Organize Documents

When we buy any new product, it is a natural instinct to start trying out its
features. The same is often the case when you invest in document management
software. The difference though, is that in this case, working with documents is
your daily job and thus you would have an archive full of documents to try out!
So before you make an attempt to organize your document repository, take
some time out to plan how you will do it. Planning how you will organize can
actually make a world of difference in terms of the value that you will derive
from your newly acquired software. Let us see why planning is so important and
how you can go about it...

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 Planning How to Organize Files in a
Document Management System

Planning is different from Organizing

If you buy a new filing cabinet with a different design and start arranging all
your files in it just like you arranged in the old one, what would be the result?
You could end up arranging them in a way that makes them hard to retrieve by
your colleagues. Why? The reason is that no thought went into organizing them
in a user-friendly way. In this case planning would be the thought that goes into
organizing files and organizing would be carrying out of the plan so that it
meets your objectives. Planning before organizing lays a sure foundation on
which you can build an efficient way of working.

Scanning old documents or new

Taking the example of filing cabinets further, if you have been in business for
many years, chances are your document archive is huge; possibly comprising a
room full of filing cabinets. Trying to scan the entire archive as soon as you get
the software is not advisable. It would be better to start off with paper based
documents that you have created recently; e.g. recent legal documentation,
documents bearing physical signature etc. Meanwhile, find out which of the
older documents are accessed most often so that you can scan those in a sepa-
rate batch. This will ensure that your system is utilized to meet your current doc-
ument management needs as well as bring your archives up-to-date.

Organize documents in search-friendly ways

A good document management system has several features that help you orga-
nize them in a way that you can find them in just a few clicks - sometimes in just
one click! For example, a solution like GLOBODOX has the document linking
feature which allows you to link a document to one or more other documents so
that if you need to refer to another document, you can jump to it in just a single
click - the quickest search you could imagine! Also, if you have captured a docu-
ment's indexing information like its Document Type, Creation Date, and Author
etc.; you can use these indexing fields as advanced search criteria and locate
that document quickly.

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 Planning How to Organize Files in a
Document Management System

Plan how you will use folders and tags

A major advantage of electronic document management software is that unlike
paper based documents, you don't have to re-file the documents after referring
to them. But in order that you can get to those documents you have scanned
and added to the software, you must have a tagging system in place. It is easy to
tag a new document that was never in paper form. But when you have scanned
thousands of documents, you need to plan how you will organize them into
folders and sub folders and what tags you will assign to each document.
Employees across organizations spend several minutes every day simply look-
ing for documents. Therefore, a well-planned folder structure and tagging
guidelines can greatly speed up the retrieval of documents.

Organizing by projects and workflows

If your staff works on project-based teams or you have designed workflows for
your teams, then you could find yourself using features like Stack Types, Work-
flow Designer and Workflow Monitor that are typically found in enterprise docu-
ment management software like GLOBODOX. In such a scenario, you need to
plan out how you will organize the digital versions of documents to make them
part of the workflow. This aspect of planning could take more time but is worth
it, because it relates to actual tasks being performed on documents by your staff
as also by the software.

Plan to organize documents in a backup-friendly way

You can back up your documents online as well as offline. However, if the folder
structure, reports and other details have changed since the time you last backed
up your documents, in case of a disaster, your staff may find it difficult to contin-
ue working from where they left off. So it is important to plan out how you will
organize your documents so that business continuity is maintained.

Once you have planned in detail how you will go about organizing documents
in the electronic document management system, you need to ensure that this
plan itself is documented. It will serve as a handy model when you extend EDMS
to other departments or teams in your organization.

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 The Next Step

7.The Next Step...

The document management process broadly consists of 5 stages...

1. Capture
This includes scanning of paper based documents and
importing digital files like MS Word, PDF, JPG etc. and saving
.DOCX .X
PD
.PDF LS
F
all these files to the document management database.

2. Secure
As soon as a document enters the database, it must be
secured to prevent unauthorized access. This can be done
using document level access control, hierarchical security
groups (access based on workgroups) etc.

3. Manage
This includes organizing documents in search friendly ways,
retrieving them, modifying them etc.

4. Collaborate
Documents often need to be reviewed by multiple users
before they are approved. Collaboration enables you to
securely share documents, check them out for editing,
check-in drafts and publish documents once they are
approved.

5. Automate
Organizations can go truly paperless only when paper
based processes are replaced by their digital equivalents.
Good enterprise DMS solutions offer the ability to route doc-
uments automatically for the completion of process related
tasks. This is done using digital workflows.

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 Planning How to Organize Files in a
Document Management System

The next step for you is to look for an EDMS that covers all the stages of elec-
tronic document management outlined above. GLOBODOX is an enterprise
solution that meets that criterion. It is available as a Suite and also as a Standard
solution with optional add-on Modules. Organizations the world over have
trusted GLOBODOX to help manage their documents and automate their pro-
cesses. You too can experience similar benefits. Contact us now to learn more.

We have been using GLOBODOX for almost a

year now and it suits our needs perfectly. We shopped
around and compared a dozen solutions but couldn’t find
any features that made paying two or three times the GLO-
BODOX cost seem worth it. We called 10 companies using
GLOBODOX and discussed their experiences with the soft-
ware and everyone had good things to say.

A few times we have had questions about configuration or

upgrades and needed to reach out to support, they have
responded quickly (within a few hours) and they have been
great at diagnosing and solving the issues.

If you are searching for a document management solution

but can’t figure out why some of those solutions cost as
much as they do, GLOBODOX may be exactly what you are
looking for. It has been for us.

Jon King,
Employment Enterprises Inc, USA

www.globodox.com 27
 About GLOBODOX

About GLOBODOX

60
GLOBODOX is an enterprise document management soft- Over

ware which can securely manage documents and auto-

mate document approval processes.
countries
Leading enterprises from across the world use GLOBODOX trust us to meet
their Document
as their standalone document management system to Management needs
streamline, automate, and expedite document-centric
business processes and to gain efficiency, security, and
transparency.
GLOBODOX is used by industries such as Accounting,
Legal, Manufacturing, Government, Education, Insurance,
Banking, Construction and Healthcare
You can try GLOBODOX for free to see how it works
https://www.globodox.com/download/

www.globodox.com 28
 About ITAZ

About ITAZ Technologies

ITAZ Technologies is a leading innovator in the field of document man-

agement and business automation. As pioneers in the document
management software segment, we build highly intelligent docu-
ment management solutions, empowering both businesses and gov-
ernment organizations from over 60 countries across the world to go
paperless and rapidly achieve end-to-end business process digitiza-
tion, making their operations more streamlined, connected, efficient,
and compliant.

Contact us to know how GLOBODOX can help you manage docu-

ments and processes digitally!

www.globodox.com 29
 The Next
GLOBODOX Step
Features

GLOBODOX Features

Add unlimited documents Scan paper documents

and folders
Add documents in bulk or an entire Scan and add multiple single-page or
folder with a single click. multi-page documents using your
scanner.

OCR
4820192

Built-in OCR Zone maps

Automate the indexing of scanned Define zone maps on documents to
paper documents with built-in OCR for parse indexing information from
easy organization and searchability. paper documents while scanning.

.DOCX .X
PD
.PDF LS
F

Built-in viewer for popular file formats Search in documents

View .pdf, .doc, .docx, .xls, .xlsx, .dwg
and many other file formats using the See where a search term occurs within
in-built viewer. a document.

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 The Next
GLOBODOX Step
Features

Globodox Features

Multi-layered access One-click routing

Limit users’ ability to view and share Route documents for signing and
documents based on their individual approval using Workflows with a single
roles. click.

Integrate using REST API Ensure compliance

Integrate document management Make compliance with HiPAA, SOX,
functions of GLOBODOX with your GDPR etc. easier with GLOBODOX’s
business applications through the REST security, encryption, and audit trail
API. features.

See complete list of features over here...

https://www.globodox.com/globodox-features/

www.globodox.com 31
 More about GLOBODOX

Contact Us
Telephone
US +1-650-646-2551
India +91 22 6702 0098

Email
[email protected]

Web
https://www.globodox.com/globodox-support/request-information/

www.globodox.com 32