For physical documents and electronic documents, organization is a must for the users to be able to locate the correct document that they need. For an electronic document management system, on the other hand, having plenty of options to organize documents is the best as it would help the user in locating a document easier.
Similar to organizing physical documents, paper documents should be properly organized based on its content. For example, all marketing-related documents should be in the shelf dedicated for marketing. No HR-related documents should be found in this shelf or users will most likely waste time looking for the lost document.
With our document management system, Enadoc, we help our users in easily organizing documents with its features that help the user. Here are four ways to organize your documents with Enadoc:
1. Associate the right tags with the documents. One of the easiest ways to look for a document in Enadoc is through the Tag Cloud, a visual representation of tags or keywords associated with a document, which simplifies the document indexing process. Once a document is imported in Enadoc, OCR/ICR technology will help scan the document to automatically generate tags. Other than that, the user can manually add tags to the document as needed.
To show the frequency of each tag or keywords in the tag cloud, Enadoc uses mathematical algorithms. The tags or keywords that have the highest frequency appear larger in the Tag Cloud while the tags with lesser frequency appear smaller.
2. Place the right document in the correct repository. Document management can be compared to organizing a shelf in the bookstore, wherein all non-fiction should be in one shelf and the other should contain the fiction books. This is also the same with document management, where you have to group similar documents in a single repository. In Enadoc, these repositories are called ‘Libraries.’ These libraries appear on the left-hand side of the application for easy access.
So for example, there are four departments in an office – finance, HR, marketing, and customer service. Each of these departments can have their own library so that documents are easier to find.
3. Indicate the document type. Documents within Enadoc can have the document type index data so users can easily locate the document needed. For example, when a user utilizes advanced search to look for a document, he can indicate the document type so narrowing down to the results will be easier.
4. Identify the document security level. Not all documents can be viewed by everyone and so applying document security level for each one is required. In Enadoc, applying security levels controls which user groups can view the document and who can make changes on the index. This is also a way of organizing documents in accordance to security measures.
For more information on how you can organize your documents, view Enadoc’s features page at www.enadoc.com/features.html.