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There are different systems that can be used to overcome these organizational challenges. Two commonly utilized methods for document management are the reminder system and the record keeping system.

Reasons for using a reminder system are simply to help notify you of the open items that need action. You may use different types of reminder systems, such as the tickler file system, calendar system or logbook system. Evaluate each system and determine which one works best for your organizing needs.

You daily planner is used with the calendar system. This is because you refer to your planner on a daily basis. Writing your reminders, deadlines or activities in your planner helps to centralize all your activities and organize them by your work day.

You may find that using a logbook helps consolidate all your action items into one log. Keep your logbook accessible at all times so that you can refer back to previously completed tasks or immediately write down new tasks as they arise. Be sure to date each task as you add them and also check off and write the date that you complete them in the event you need to refer back to a task.

Another great reminder system that will keep your documents organized is the tickler file. You file the paperwork or documents by particular dates and then retrieve them on the required day. This method can also be used with the calendar system such that when you file documents in the tickler file, add a reminder on your calendar to block off time to address the documents. A tickler file not only keeps your paperwork organized and easier to retrieve but makes you a more productive worker.

The second most common used Document Management system is the record keeping system. When you have paperwork or documents that eventually become permanent records, you need to maintain those records in a orderly fashion so that they are easy to find for quick reference. You might create a file system by using a file cabinet to store the records in. Categorize your files either by subject in alphabetical or numerical order, or by assigning reference numbers to your records. It is more advantageous to put the paperwork in date order as well, putting the most recent data in front of each file. In addition, a planner can be used to record information that you need to keep records of, such as telephone calls, appointments or projects.

When you use structure in your Office area and work documents, it eliminates most of the paperwork clutter. In addition, you can access your information easier and efficiently manage your time. This in turn, makes you a more efficient and productive employee.

Thank you for reading our Helpnets article on Document Management in your search for help with Document Management online. Visit Helpnets.com today for all your online help needs.

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Anyone who has ever worked in an Office has seen and used rubber stamps to mark documents. Documents are routinely stamped DRAFT, CONFIDENTIAL, COPY, RECEIVED and so forth. When a document is distributed in an office, everyone understands the purpose of the stamp: people may scribble their comments on the document marked DRAFT before it returning it to the originator or keep a “confidential document” from laying on the top of their desk or in the printer tray. Likewise, information workers try not to leave a document marked CONFIDENTIAL lying beside the photocopier.

Similarly, when you receive a Word or PDF document by email, the header or the footer usually will indicate the intent of the document, e.g., DRAFT, CONFIDENTIAL or whatever. But, that is not always easily seen or recognized depending on placement and font size.

The problem with this form of management is that photocopy machines can remove most branding and labeling and not leave a trace. The consequences of that could be catastrophic for a business. For example a document which is clearly stamped as COPY could be copied again by the machine and the COPY stamp removed. In this way a copy of a document is transformed into an “original.” Or, a document that was for “internal use” ends up in an external environment. The ramifications of unidentified documents defy description. But, the consequences to your job and/or your business are universally negative when such an easily preventable “mistake” happens.

Small business Document Management begins with protection for your documents when they are created. It is a system that combines that text of the document with graphical marking – like a watermark – but it is non-contrast sensitive. That means that the marking cannot be removed by changing the setting on a copier or a scanner as well as being non-intrusive so the document is still easy to read. The branding or labeling also has to quickly convey the purpose or limitations of the document in the way that a CONFIDENTIAL stamp does. Remember, without identification there cannot be any document management.

While Microsoft Word has the ability to do this type of marking – if you have the time and the knowledge of how to do it – there is a simpler way to accomplish this basic requirement with an add-in for Microsoft Word which meets the criteria of an essential element for the Electronic Document Management (EDM). This add-in for Microsoft Word, called StampIt, allows the documents – whether paper or PDF – to be created with the appropriate markings. When documents are circulated or distributed in either electronic or paper form, there will be no doubt as to the purpose or intent of the document. Identification is what makes your document “manageable.”

Besides providing basic stamps (DRAFT, CONFIDENTIAL etc.) needed by every business, you should consider an add-on with more advanced features such as StampIt. Document numbering might be needed and export formats (XPS or PDF) might require a custom stamp applied at the time of creation.

StampIt provides Word users with the ability to instantly create and apply any necessary or interim marking to any paper or PDF document — at any time — securely. This practice ensures that the basic element of small business document management — identification — can be quickly and easily applied when the document is created.

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