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