Locating electronic versions of documents can be frustrating if a plan is not in place. The proper tracking of data can save time and money, but to do so, you need to ensure a very detailed plan is being followed. For example, Chicago document image management can help the city's businesses locate stored information easily. There is no real paperless office; it was a dream that has not yet been realized. What we have instead is a paper office that relies on scanning hard copies of data into a database. While it is wonderful to have electronic copies, it is sometimes next to impossible to retrieve specific files once they have been scanned. The reason they cannot be retrieved is that they have an obscure name that no one but the owner understands. Organization is the key. Without it, the system is worse than useless. Designing a coding method for labeling electronic files helps to manage them and make them readily accessible. There are several components to creating a labeling system. The title of the file should include codes for the department, the subject of it and who created it. The date of the original document should also be included. The scanned version only refers to the date it was copied. Determine the information that is most important to users before coming up with a draft plan for implementation. When finalizing the plan to create an electronic storage area, all departments should be involved. The needs of each department should be addressed so the system has value to everyone. When the team agrees on formatting, reference material should be created. The reference material will give detailed instructions about the process of document image management being instituted. Chicago businesses can then easily access the stored documents. Remember, an electronically scanned system does not work if you cannot get to the information stored in it. Integrated Document Technologies, Inc (http://www.idt-inc.com) is a Chicago document image management specializes in delivering integrated ECM, ERP and CRM solutions to small, mid-sized and enterprise clients.
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