| Searching files can be really fun if you have | | | | if it allows to do a document search by |
| your files at your finger tips. If you ever | | | | certain keywords (sure it does!), but it is |
| faced the problem, when you remember you have | | | | allows to build a search queerly using a |
| information you somewhere on your hard disk, | | | | regular expressions, some syntax such as not, |
| but you cannot get it on time. It's common | | | | or, and expressions. Again, I'm sure it does. |
| problem today. People are creating more and | | | | But if it allows to search database using |
| more documents and it's important to be able | | | | synonymic expressions? If is can search text |
| to find necessary information quickly. | | | | which is included as a meta information into |
| | | | some diagram or chart file format? |
| Let's think why we face this problem? There | | | | |
| are several reasons. The first is about | | | | How the process of document management is |
| growth. Electronic documents workflow growth | | | | organized? Can the user fill in the document |
| every day, month and year. It's a well-know | | | | without putting a comments, keywords and |
| estimation, that the average number of | | | | description texts? No? But if the keywords |
| managed documents growth by 10% every year. | | | | and descriptions are good enough? Have |
| We are getting too many documents to manage! | | | | someone explained employees how to write |
| | | | these comments so that they would be useful? |
| Second, you have a lot of documents and it is | | | | If someone do a quality control job for this |
| true. But also the trust is that you might | | | | - if someone do a check up of passed comments |
| have a various versions of the same document, | | | | and correct their authors? Sure, all these |
| you might have some documents that got old, | | | | actions require some time, but it's a great |
| some documents should have some state, such | | | | investment into the future business |
| as approved or pending approval. | | | | performance. |
| | | | |
| Third, some of your documents are actually | | | | People are willing to believe that |
| hidden behind a database, file formats that | | | | information is critical for business success, |
| are not easy searchable, files that are not | | | | but what they do to make information working |
| searchable at all. It's way a good idea to | | | | for them? There is a good test to find out if |
| scan all documents and fill them into a | | | | there are some problems with information |
| database of scanned documents. When filling | | | | management in your company. Few more |
| these documents user supposed to put some | | | | questions - if this week you had to retype |
| keywords and descriptions, but this meta | | | | something you already written before? If |
| information won't do it's job if you need to | | | | someone ask your advice, as he or she |
| browse thousand of documents. | | | | couldn't find something? If you fill you |
| | | | spent too much time searching document you |
| What to do about this? Are there any possible | | | | need? |
| solutions? Sure, and it's very important to | | | | |
| invest into the right database management | | | | People should feel free about information |
| tool or search tool. | | | | management, the task of business managers is |
| | | | to provide a way to manage information |
| Let's have a small check list for the | | | | properly, bring it to right hard on a right |
| document management system you are using now: | | | | time. |