Why document management system is so important?
Jovana Erakovic 
Have you ever had a problem finding your documents? You need to find invoices from two years ago, and you have no idea where is the registry with invoices from 2009. How many times have you lost hours and hours searching for a document in a crowded paper archives? Or your windows search is taking to long and its giving you hundreds results? Or maybe your hard drive on the local file sharing server stop working and yo cannot access your documents any more?
All these, and many other problems very simply could be solved with document management system. Definition from Wikipedia.org tells us that DMS is system for monitoring and archiving of electronic and paper documents into the appropriate database.
If we take into account the facts obtained
in one Cooper and Ly brand’s research that:
• office documents make up more than 80% of knowledge of the company (letters, contracts, plans, decisions …)
• 90% of company documents pass through more hands than is necessary within the company, which slows down operations and also is additional risk (e.g., unauthorized access to documents)
• 7.5% of documents have been lost
• the average document is copied 19 times during its life cycle
• more than 50% of employees time who deal with the documentation
spent on searching for the documentation and finding information,
and only 5-15% of reading information
• the volume of documents each year increases by 22%
we can come to the conclusion that a simple document management of one organization is fairly large and serious problem that businesses and other organizations are facing.
OrganizedDocs is an online document management system which significantly improve your document management process within the company. You have possibility to scan your business documents directly into the OrganizedDocs. After documents get saved into your OrganizedDocs account, system can automatically route those documents to the adequate persons based on the document name or folder where documents are saved. You will be able to access your documents from anywhere and share them between your coworkers or clients.
You can easily import your existing documents into the system, add tags, notes, comments, digitally sign PDF documents etc. There is also possibility to integrate OrganizedDocs with the other systems such as ERP and CRM applications. All of theses is followed by increased data security, both from loss and from unauthorized access.
Use of this software will certainly save your time, space and money, reduce stress level and encourage work in ecological environment.
Basic features of this online solution are:
• data security at the level of banking transactions – HTTPS protocol, encryption
• access your documents from anywhere
• edit documents online
• electronic signatures
• complies with ISO standards
• track document versions
• powerful search
• document sharing
Save your money and space, reduce the extensive archive and convert paper documents into electronic form. Get rid of the insecure local file sharing server and import your sensitive data into secure environment.
If you want to:
• save storage space
• lower down the costs of archiving, copying and storing documents
• protect documents from destruction and the ravages of time
• easy storage in different media
• easily and quickly find your documents
• share your documents among coworkers and clients
• and to have possibility of a central storage that you can access from anywhere
register for free and see how OrganizedDocs, the real DMS, works in real life.
What are your experiences with similar systems? Feel free to share with us.
OrganizedDocs – server maintenance
Dear users,
your favorite online document management system OrganizedDocs will be down for maintenance from the 1PM until 8PM on Sunday, 19th June 2011.
We are moving our last instances to the Amazon EC2 cloud so you could all enjoy better service from OrganizedDocs.
Once the move is done, we will inform you through this blog about it so you could continue using the service.
Thank you for your patients!
EDIT: OrganizedDocs.com is available again!
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OrganizedDocs team
Document Management for Law Firms
You lawyers and attorneys have always believed that you have to live with piles of paper and that you could never be rescued from such a life. You believed that the piles of paper are simply a part of your office life. It doesn’t have to be that way.
We have a solution for you! OrganizedDocs! OrganizedDocs is online document management system adjusted for lawyers and attorneys.
Scan all your subjects, your new legal regulations, legal interpretations, court practices, schedules, and all other information linked to your subject. Keep them all in one place. Don’t let searching for some subject or just an information from it be a problem. It can all be solved easily, quickly and simply.
All documents that are being kept in OrganizedDocs are protected and no one except you can have access.
Besides all of the mentioned qualities, you can also save a lot of time if you choose to use OrganizedDocs. You can access your office anytime, anywhere. There is no need to run into your office every time you forget some document. You can open them through your laptop or your mobile phone. All you really need is Internet access.
Be different from everyone else, start a new trend in business and make others follow.
Leave the document management to us. You just worry about your clients.
You can find more information on this topic on the following link: Document management for law firms.
Document Management for Small and Medium Businesses
Are you wondering how OrganizedDocs can help you, and what are they even used for?
Well, here is a short explanation.
First of all, there is no need to invest into new computer equipment, the one you already have will be enough.
And another thing, you need to have Internet access, just a little willingness and that’s all!
Scan your documents and keep them all in one place – in your online office! Keep them neatly sorted, well organized and easily searchable.
Stay constantly connected to your clients. Keep all the brochures, price lists, contracts, annexes, offers, invoices, information about new products and other promotional material available to them at every moment.
Keep track of all the versions of documents, of all changes that your employees or clients have made on documents. Check when and which changes were made.
And, finally, reduce your expenses!
How?
Find the answer on following address:
Document management for small and medium businesses
Digital signature
Electronic signature – you office is where you are!
In the era of modern technology achievements, online document management solution OrganizedDocs presents only a logical desire and attempt to make your business and your existence easier. In that sense, we have decided to take even one step further.
We present to you a new functionality in OrganizedDocs! Electronic signature.
It will enable you to sign your documents from wherever you are, just as long as you have Internet access. All you really need are: card reader, electronic signature card, computer, Internet , and, of course, OrganizedDocs. Certification facilities that can provide you with your electronic signature card can be found all over the world. Each country have more than few CA organizations.
In software solution OrganizedDocs, it is possible to electronically sign .PDF files. It means that, for this kind of files, an icon for electronic signature will appear in the Actions drop down menu.
By clicking on the icon, a new window will appear which will demand running java environment that is necessary for realization of the signature.
In the window that opens up, you can choose which certificate you want to use for signing the document. This means that there can be more certificates installed in one computer, each used for a different person.
After you choose your certificate, click on “Sign the document”. The system will ask for your pin, which will eliminate the possibility of someone else using your electronic signature.
Electronic signing will be finished in no time. From that moment on, the document won’t be able to undergo any change – it could still be signed, but could no longer, under any circumstances, be changed. In that way you protect the person who signed the document first – in the sense of disabling anyone else to change what was signed and to abuse the initial signature.
It’s fast. It’s easy. It’s efficient. It’s safe. Anytime, anywhere.
Transform to PDF
Dear users and potential users,
it’s high time to cheer you up with another innovation in our online document management system – OrganizedDocs. We have implemented a possibility of transforming certain types of documents into PDF format.
You are now able to transform all of your contracts, offers, reports, etc. into PDF format by a single click of your computer mouse and then send them to your clients.
You can also set a rule in some of your folders so that each document you later add to it is automatically transformed into PDF format. This option can be very useful if you are importing more documents from your computer or if you want to save important e-mails from your clients.
During the transformation, a new document will appear. It will have the same name, but it will be in PDF format, and at the same time, the original document will be saved. Transformed documents automatically support version control.
Check this short video to see how easy it is: transform document to pdf.
Multiselection implemented
Having spent a month on improving OrganizedDocs service, it is our honor to inform you we have implemented one very useful option.
From now on you can copy and move more files and folders at once! We have implemented multi-selection, or the possibility for users to select more files and folders at once and to execute actions on them.
By using this option you can easily reorganize your documents. Selected documents can be exported to ZIP archive for further handling. This feature does not exist in original Alfresco instance and we think this will make document management much easier.
OrganizedDocs multiselection
Import Documents – Easier and Faster!
To import your documents into OrganizedDocs, so far you were required to zip up your files and folders and to import that zip archive.
Well, to be honest, that wasn’t really the easiest way to import your documents. That being said, we have completely changed the Import feature. Now it’s easy and fast!
OrganizedDocs toolbar
Now you can import your documents into OrganizedDocs with just few simple steps. You can import files and entire folder structure with sub folders and its files within a seconds!
First, navigate to the folder you want to import document to and then click on the Import icon in the toolbar. New pop up window will open.
OrganizedDocs import pop up
There you can browse your files and folders by clicking on the browse button, OR you can just drag and drop files and folders into pop up! Once you select your files and folders, just click on the Upload button and sit back and relax while your documents are being imported into OrganizedDocs.
Once the upload is completed, just click on the folder you imported your documents and you will see them all there.
Fast. Simple. Efficient. Check by your self!
If you think we could make this process even better, please don’t hesitate, let us know your ideas and we will see what we can do to help you.
Web site have new cool images
Our marketing department had some nice ideas about images on the home page of www.organizeddocs.com and they came up with some cool ideas.
Please check the following pages to see what they did and let us know your opinion.
http://www.organizeddocs.com/home/index/page/process_automation
http://www.organizeddocs.com/home/index/page/always_accessible
http://www.organizeddocs.com/home/index/page/money_saving
At the end of this week we will change images on the rest of the header pages:
http://www.organizeddocs.com/home/index/page/user_permission
http://www.organizeddocs.com/home/index/page/document_organization
OrganizedDocs.com is launched!
The moment has finally come. OrganizedDocs.com is launched after a long period of development, testing, adjusting and learning! We are proud to present the new online document management system in the market!
To make this service useful to all of you, we need a feedback. Besides regular reports on bugs, problems, UI, logic etc, we need additional help from you. When someone registers on the OrganizedDocs.com, we will create a set of folders for that user. But this set of folders will not suit all types of businesses out there.
What we need from you is folder structure for your type of business. For example, if you are a software development company, your set of folders could be something like this:
- Clients
- Partners
- Projects
- Documentation
- Drafts
- Pending Approval
- Published
- Samples
- Presentations
- Quality Assurance
- Specification
- UI Design
- Images
- Marketing
- Contracts
- Signed
- Pending
- Canceled
- Invoices
- Not Payed
- Payed
- Bills
- Payed
- Not payed
- Employees
- Candidates
- Bids
- Pending bids
- Bids won
- Bids lost
- Ideas
- Misc
You can always create folders in the way you want. You can delete them, rename and add new ones. What we are trying to do here is to help you with predefined set of folders so you wouldn’t loose too much time on creating them but rather on concentrate on starting your collaboration ASAP!
For the most active users in our community we have prepared surprises!
Thank you all in advance and we wish you all the best!
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