With Document Tracking Software, No More Lost Documents!

2007-03-08 10:33:40

( Business )



Losing documents is a common scenario in a workplace. Someone needs a specific document or file and ends up taking up a big chunk of precious time just to locate it. As such, this time wastage is a big factor that affects an organization’s productivity. A case like this has lead to the development of document tracking software and systems.

Most organizations depend largely on documents for communication and as part of their management system. Traditionally, these organizations use the manual filing system in storing their paper works or documents. For large organizations, they use both paper and electronic documents. Thus, they use other types of filing system. These large organizations have extension or branch offices. As such, they need to have a centralized filing system for easy and convenient retrieval of documents and files.

Locating and filing documents has become a concern for organizations. Since the development of document tracking software, a big percentage of the problem in documentation system has been eliminated. Using the computer, documents are now filed systematically for easy location and retrieval. Files are instantly categorized and classified as they are stored. Using the database management system, a document is assigned an identification code. A user may also assign some annotations or remarks for easy identification of the documents.

Although computerized system has its advantages over the manual systems, there are also few weakness points in using it. One disadvantage is the format in the software being used. This may not be accessible by other software. The codes used may also be unreadable by human, thus will always require a computerized reading. Although there are a number of disadvantages, the fact remains that the document tracking system is the answer to an inefficient document management system.

Other than the document tracking software, there are a lot of other software developed for easy management of files and documents. Document management software is a tool for document control. It involves labeling, indexing and bar-coding of shelves, boxes and files. Electronic document management software is the fusion of information technologies with the process of retrieving and storing documents. Electronic document management system also has some of these functions: archiving, indexing, digital scanning, grouping and tracking, among others.

Through modern technology, an organization can say goodbye to inefficient and unorganized document management system.


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