We all know it. We keep our files in folders. Because that’s so fast, simple and above all flexible. It is precisely this flexibility where in practice the proverbial shoe is wrenching.
This digital way of organizing was developed in the 1980s. I think Apple was one of the first, if not the first, manufacturer to display folders graphically on your PC screen. In the Microsoft environment, we were still messing around in a character-oriented DOS box at the time. The fact that Apple chose a visual digital folder is not surprising. It was close to the user’s experience of the moment. He was used to cleaning up his paper information in paper files and hanging folders.
Why do we actually use Windows folders?
The folder can no longer be imagined by the average knowledge worker within the Windows environment. Creating a folder, giving your own names to folders and files, the drag-and-drop functionality are familiar properties. This flexibility is very pleasant from a personal perspective. From a company point of view, a lot less.
The disadvantages of a folder structure as a digital archive
When do you know that a folder structure within your organization no longer works? Here are some indicators:
- You need to keep looking for the right file.
- You can sometimes no longer find files or entire directories due to incorrect name or incorrect storage where file names are overwritten.
- You often open a document using a file name, and it turns out the content isn’t what you’re looking for.
- You often need to ask your colleague if he/she wants to email a file again.
- Your system management needs to arrange extra disk space for you, because your mailbox is out of its limit.
- In the absence of a colleague, you will not be able to find his (customer) appointments and documents.
- Working in a new employee is time consuming. Explaining all the rules of the game that go with storing documents is quite a challenge.
If the above looks familiar to you, it may be time to consider a DMS (Document Management System).
Why a DMS for document management?
With a document management system (DMS), you can find the files faster, more accurately and more easily due to the extra effort the user puts in when storing them.
A DMS is usually used as search keys (characteristics), also known as metadata. A file is stored with these core brands and found again. Examples of metadata are;. the name of a file, the document type, the date, or a combination of attributes. The thinking in “folders” is something you have to let go of. For many people, this is often a bit of a getting used to. Once used, you can’t do that without it and it saves you a lot of time in searching and especially finding information.
The benefits of storing documents in a DMS
- Efficiency in storage and the recovery of information.
– A DMS enforces the agreed structure when storing files. Field names are
once, after which you save and find a file within this structure. Always on
– Searches are made across all documents, not just one folder.
With large amounts of files, a Windows folder becomes slow. A DMS is set to large numbers and nevertheless retains its speed.
Monitor advanced techniques to see if a file is modified in terms of content. In addition, a DMS stores the files in digitally durable and unsaltable archive formats such as PDF-A or Tiff.
– A DMS has a username and password.
– A two-way authentication can be carried out
– Encryption may take place at the file and/or database level.
- Authorizations and Legislation.
Authorizations are difficult to manage within a Windows folder structure, and it’s impossible to comply with the General Data Protection Regulation (GDPR). Selectively linking a retention and destruction period to a document is possible in a DMS. Among other things, this gives you a DMS interpretation to the GDPR legislation that will pass on May 25. takes effect.
DMS Xtendis as an alternative to the folder structure
Are the disadvantages of a folder structure within the organization recognizable? Is there now a need within your organization to organize documents in a different way?
Document management system Xtendis offers a secure digital alternative to the “trusted” folder structure. It is a standard solution that we adapt to your specific needs and situation. More than 650 customers have already preceded you.
Curious about what Xtendis can do for you? Follow this blog or make a non-committal appointment with me or one of my colleagues 010-4332306.