Document Management - White Paper (ID 5277).pdf Jul. 2014 | Page 22

Deployment
Many business server networks are getting off the ground and
into the cloud. Cloud-based platforms -- where software tools,
data, and documents reside on remote servers hosted by thirdparty providers -- provide certain advantages over on-premise
installations. Chief among them include:
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Elimination of up-front costs for server hardware and
software licenses
Reduction of IT staff resources for server maintenance,
backup, and troubleshooting
Scalable data storage for future needs

Typically, cloud solutions are flexibly priced through a Software
as a Service (SaaS) subscription model. For organizations with
a limited internal server infrastructure, a cloud solution can
add enormous capability for little or no up-front investment.
Operations are simplified because an extensive IT staff is
no longer necessary since server support is handled by the
service provider. All expenses for storage, software, and
maintenance are included in the monthly subscription fee.
Companies that have already invested heavily in on-premise
server systems may not see the need to abandon existing
infrastructure, but might find the cloud a viable alternative
to traditional expansion or upgrades. In cases where
organizations add new departments, take on temporary
projects, or otherwise need to quickly expand their data
storage or access capabilities, a “hybrid” solution that
incorporates a cloud-based platform into on-premise network
scheme may be the most logical approach.

Import
One of the first challenges companies encounter during the
implementation of an electronic document management
solution is transferring content into the new file repository.
Hardware such as scanners and multifunction devices
produce digital images of paper documents, which may be
complemented by optical character recognition (OCR) software
to create searchable and modifiable electronic content in a
variety of formats. OCR programs may come integrated with
the software provided with the hardware, as stand-alone
software applications, or as an extra module in DMS offerings.
To transfer existing digital files stored on hard drives and
servers to the new document management system, several

EASY DOCUMENT MANAGEMENT

options exist. Companies can import bulk amounts of data using
methods to ensure information is correctly classified on import,
or they can maintain copies in the original storage locations and
link them to the system. Support for certain types of documents
-- such as email and email attachments -- may vary among
product offerings.
Companies adopting a new DMS should have a basic
implementation plan that specifies which existing data should
import into the system (including both digital and paper
documents). The plan should also establish policies and
procedures that will define which files and information go
into the system on an ongoing basis, whether they are new
application files, emails, faxes, or incoming paper documents.
These import rules need not be extremely complex; in fact,
often it is best to identify the system that makes defining
and implementing the plan as simple and straightforward as
possible. One of the reasons some companies are hesitant
to implement a DMS is that many systems on the market are
far more complex than necessary. If the DMS solution being
considered seems too complex or requires extensive amounts
of consulting or training, it is probably best to consider other
alternatives.

Identity
One of the most attractive features of digital document
management is the ability to pinpoint a particular file out of
potentially millions of items, and bring it up in seconds.
To classify electronic documents within a company system
and retrieve them later requires a unique identifier for each
document. On a smaller scale, items saved on a PC hard
drive all may have unique names to identify them. One of the
limitations with standard computing systems is that one can
have two files with the same names, only in different folder
locations. Over time employees can forget both the location of a
file and its actual name.
A more sophisticated approach to file identity must satisfy
certain conditions: the index must create a unique identifier for
the file that is both independent of location and easily located by
any retrieving user.
Metadata, virtual folders, and dynamic views
One way to accomplish these requirements is have users
themselves choose identifiers -- typically keywords, or “tags,”

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