Step 2: Your team should meet the consultant in order to asses his/her ability. Take a step further and call your IT manager to ask about the consultant and their history with active directory, SQL, and Windows Server. These applications are crucial for the development of SharePoint.

Step 3: Now we get to the most important step. Get them to tell you their suggestion for your business after the project is completed. They can ask you for your personal goals. If they do, answer these questions in detail. Survey your business users for their input before you make this call. Once you know exactly what the users need, implementation becomes easier. With these questions, you will see at what extent is the consultant experienced with SharePoint. Some consultants will manufacture things that are already included in the box because they never learned proper usage.

Step 4: After you find the right consulting team, evaluate them based on your company culture. Look at it as if you actually hired that team full-time. See if you can deal with the team not fitting your company culture. Don’t forget that this team is going to have to work hard with your IT team and your business user team to get the requirements. Remember that you need this process for maximum efficiency. That’s very important.

If you are for consultants for your next project with SharePoint, please contact Andy at EasySharepoint@gmail.com or give him a call at 925.249.2214.

Wait! Did I confuse you at all? If so you should visit our site for even more information: Sharepoint Consulting site. We also explain what the actual Sharepoint Cost

Technorati Tags: business software, collaboration, computers, Document Management, microsoft, sharepoint, sharepoint consultancy, sharepoint consultant, sharepoint consulting, software, technology

Duration : 0:6:46

Technorati Tags: Brenock, Document Management, file management, personnel, screencast, software, technology, tutorial

Duration : 0:3:32

Technorati Tags: document, Management, software

During an implementation, you will first undergo analysis. You’ll need people who know the details of your business and technology, meaning you will need your staff and the vendor’s team working together. Be sure to choose a vendor that understands your business and the areas of document management opportunity.

However, you want to make sure that your vendor is doing their job. Good vendors will act as detectives looking for clues as to how each document is used. You staff knows the details of these documents but probably don’t think as them more than simply paper. The vendor should know the inner workings of the document and where they are routed.

Your vendor has an important duty. That is to ask initial and detailed questions about the business documents in order to construct a document map for storage, retrieval, approval and routing paths, etc. Some of these questions are: How do you find the documents? What is it or what are they? Who needs to view it? Does it have a life cycle? What other documents are related to it? Does it need to be approved?

Implementing document management requires detail-oriented people to analyze the way the business uses and routes its documents. Sometimes even the most detail-oriented people or those who having been doing this for years may miss something. With the partnership between vendor and organization, it’s more likely nothing will be missed.

Organizations often have rules or procedures that have been in place for a very long time. While the original reasons for these procedures may have been forgotten, the practices still exist. With a document management vendor partnership, the vendor will analyze these current processes, as well as look for ways to improve your processes.

When you choose your vendor, it is important that you go with a company that specializes in document management, and does not just sell add-on technology. Some of the types of vendors to avoid are those that sell copiers, scanners, etc. or those that sell different types of applications and may offer document management as a part of their suite.

The final step in creating a document management partnership is to understand the technology. Remember that the technology your vendor implements should not be burden on financial resources or your staff. The best way to avoid these burdens is to go with a software-as-a-service platform.

Successfully implementing electronic document management software can greatly improve the efficiency of your organization. To sign up for a free thirty day trial, or to learn more about electronic Document Management, please visit Document Advantage Corporation.

Technorati Tags: business software, Document Management, online document management document management software, software

Duration : 0:4:34

Technorati Tags: document, ERP, files, Management, MIE Docs, MRP, software, Virtual Drive

Even further, there are hard dollar benefits to using a document management system. We will use invoice processing as an example. The system allows organizations to take advantage of early payment discounts. The accounting department can quickly pull up all related documents involved in the processing of an invoice such as delivery receipts, acceptance documents, etc.

Manual processing may require copying documents or making phone calls to track down the files you’re looking for. With a document management, however, the system pulls up all relevant documents along with authorization to pay. With electronic streamlining, early discounts are easy to achieve.

Organizations are always concerned about the security of their business critical information. This is another benefit to a document management system: no worries about security. With online storage, users can be granted access to specific documents, enabling administrators to secure sensitive information. You do not have to worry about someone leaving private information out on a desk or sensitive files saved on a desktop.

Security isn’t just about access. You also have to ensure that your documents do not get misplaced, lost or damaged. Who hasn’t looked for hours through file cabinets to find the document(s) needed? Sometimes documents are misfiled; other times they are left on someone’s desk.

Documents stored on a computer or network is not document management. Those computer files are typically only available to the person who has access to that computer or laptop. And what is the hard drive files without back up? Those files are gone. Computers also lack the indexing and searching powers of a document management system.

While saving a document, say to your computer or laptop, you may save it as one thing and then later, forget where or what you saved it as, making it nearly impossible to find. Documents on network drives may be better backed up, but still lack the power of document management systems which can index multiple documents into a grouping.

Computers and networks are also vulnerable to corruption, which can cause data loss. With online Document Management, backup and recovery are automated. Documents are still safe in the case of disaster, allowing for a guaranteed functioning business all the time.

Looking to store your business documents in an Online Document Management System? Learn more about Online Document Storage on the DocuVantage site. Don’t forget to sign up for a free trial!

Technorati Tags: Document Management, document management software, document storage, Online Document Storage, software

Scanning documents into the Document Management system will capture them as digital images that can be viewed from an online portal. The files can then be viewed as PDF documents, or many other formats are available as well. Different formats work best depending on the type and size of the document. TIF format is better with documents with larger volumes, such as large contracts. However, if the contract was created in MS-Word, and the PDF was created directly from Word, the image would be better quality than a scanned document.

You also must remember that not all of your documents will be black and white. For example, you may scan images into the system, which can be saved as many different formats such as JPEG or TIF documents. Each format will have its benefits so you just have to try various document types to see which is best quality with the specific document.

Document capture includes the process of scanning paper documents and taking into account electronic documents as well. We discussed creating a PDF from an MS-Word document, but you may also want to save the original document you created in Word. A document management system allows you to import electronic documents as well.

One of a document management system’s greatest benefits is the ability to tie all documents together. All related paper and electronic documents are stored in one central location, with easy access.

There may be instances when you choose not to import various electronic records into the document management system. Let’s say you want to keep your accounting records within your accounting system. You can do this, yet still tie all the information together.

One method is to link the accounting system to pull in the data from these records. An easier and more commonly used way is to link the accounting system (or whichever system it may be) to the document management system, which will display the needed information. The AP team can still do their work in the accounting system, yet request supporting documents from the document management system.

Looking to streamline your business? Find the answer to What is Document Capture and how you can benefit from it? Visit DocuVantage where you can learn about you can use document management in your business.

Technorati Tags: document capture, Document Management, electronic documents, software

Duration : 0:7:8

Technorati Tags: Construction, document, Management, software, Tracking

Document Management can be defined as the capture, storage and retrieval of documents. Even without an electronic system, your organization still has some method of performing these processes daily. However, too often do these processes take longer than necessary, wasting time that could be geared toward other important business tasks.

Documents come in different forms. For example, invoices may begin as electronic records within the accounting system of a vendor. They are printed and mailed to the appropriate destination, in the form of a hard paper copy. Although both of these documents are directly related, they are stored differently.

Other documents that come in different forms include acceptance documents, contracts or delivery receipts. To add to the complexity, these documents may be processed in different systems or even departments. A delivery receipt could be stored in the warehouse, while all contracts are filed away in specific file cabinets within the legal department, and the acceptance document maybe filed and indexed in another storage room. With different physical locations, the documents need to go through various groups of people.

What if an employee needed to gather all of these documents for review? The process of tracking down all information, the correct order of the documents, determine if the invoice was properly paid, and so on, can be a grueling and time consuming process. Then on top of that, let’s say there was a problem. Someone didn’t review or sign off where they should have. Now that employee has to track down the source of the issue and find resolutions…. More wasted time.

With an electronic document management system, all documents are in a single location. They are electronically captured, organized and easy to find at any time. It’s as simple as scanning paper documents into the system, where they are directly stored or sent through a workflow to the next person in the review or approval process. With such a system, the paper and electronic documents are properly tied together, with the paper document, then no longer needed.

As they are placed within the system, the documents can be indexed by department, vendor, purchase order or any other appropriate attribute. Because they are stored within electronic folders and categorized by document characteristics, users have the ability to search through the system and easily retrieve the documents they need based upon different search criteria.

With a document management system, the advantages are endless. All your information is stored in one central and secure location. All documents are in a consistent electronic format and easily retrievable. No more wasting time on searching throughout the Office or file cabinets for the information you need. Best of all, business efficiency and productivity are increased

Learn more about Electronic Document Management. Stop by DocuVantage where you can learn Document Management and what it can do for you.

Technorati Tags: Document Management, electronic document management, SaaS, software

Duration : 0:1:42

Technorati Tags: document, Management, software, staffing