Talk About It
There are some document management software that are available online. But, before proceeding to buy one, it is useful to have a better understanding of the concept of version control or revision control.
revision control is a feature that allows computer users to keep track of their files over time. This is important so that a user may get back to his previous working version on condition he messes up. In more technical terms, revision control is the management of revisions made on the same information unit. This is frequently employed by engineering and software development companies to hold track of the ongoing development of their digital documents. Document changes are identified through a “revision number” or “revision level” which is an increment in the linked number or letter code of a document. what is more, the name of the individual who is responsible for a revision is also shown in the revision control code. For example, a digital document is assigned a revision code number “1.” When changes are done to this document, its revision code number is incremented to “2″. Revision control features are integrated into different software types like spreadsheets, word processors like MSWord and Koffice and various content management systems. With this trait, a computer user is able to revert or go back to a previous revision or page in order to correct any error made.
Revision control is an important implement especially for computer software engineers and software developers. It enables the former to keep track and control changes made on source codes. Developers of software applications also utilize it to support documentation, source codes and configuration files. The majority of developers make multiple copies of various program versions while working on updates and software issues like bugs. These bugs are present only in several versions so when locating them, all versions of the software would have to be run. The practice of retaining multiple copies of programs is usually done in large software companies. However, this practice is heavily criticized for its incapacity.
A centralized model is traditionally used by software developers wherein all revision control functions are made on a shared server. In this set-up, two developers who make changes on the same file at the same time may end up overwriting the work of the other. In order to elude this occurrence, file locking is implemented. Files are locked to allow only one user to access it in any given time.
When selecting which among various document management software to buy, make sure to select one that is able to provide the needed version control advantages. This document management software is beneficial even for people who are not developing software applications as it may be used to keep backup files especially concerning ongoing tasks.
Tags: best document management software, document management software, document management software for business, document management software for your business, document software
Posted in Business · February 11th, 2010 · Comments (0)
An electronic document is an email, record, document or file that has been made, sent and received in an electronic form.
The need for e-document management has increased exponentially as our lives have become more reliant on the digital and on-line environment. It is not unusual for some companies to have a multitude of electronic documents extended and maintained in a variety of different locations like computer hard drives, on old floppy discs, CDs and more nowadays USB-sticks.It’s amazing how many small-to-medium enterprises (SMEs) have no operational form of being able to firstly identify these records and then collectively compile a meaningful record of all forms of digital and electronic collateral.If this is you, then here’s what you should do.
Create a Company Policy
One of the initial points of call, is to make a relevant and meaningful document management software that outlines clearly the protocols and processes for your organization document lifecycle management.To do this, there are some main key considerations and these include:
Designation of what documents are deemed to be an official record of the business.
What version-management protocols are going to be put in place to allow being able to discriminate copies and/or appropriate changes made?
Are there statutory requirements around company document that have to be identified?
What methodology is going to be put in place relating to the creation, file-naming conventions, recording and storing of company documents?
What document-level security measures are going to be instigated?
If there is a hard copy of the document, where is it to be stored?
Document Style Guide
Forming a part of the company’s document management software is a Document Style Guide which not just details how a document is to look in so far as the logo, the colors used, fonts and the like, but it also dictates as to how documents are named, classified, filed, locked, hidden or passwords applied. Ideally, persons have to be nominated as being responsible for assuring that any documents that are no longer confidential with a department are able to be made accessible by either ‘unlocking’ them or removing any passwords.
Destroying Electronic Records
Some smaller businesses do not necessarily realize that although they may have removed an electronic document on their computers, the majority of operating systems do not completed erase the deleted information from the hard drives but remove the file names and then write over that undesirable information.What you have to do is to make sure you reformat the hard drives of your computer before it is sold so as to remove any sensitive or company related information completely.
Obtaining Staff Buy-In
In the process of creating the document management software and Document Style Guide, it’s important to engage and collaborate with the key staff who are currently involved in these measures.They need buy-in because more than possibly they are going to be the individuals nominated as being responsible for managing it and it needs to make sense to them also.
Tags: best document management software, document management software, document management software for business, document management software for online business, document software
Posted in Business · February 11th, 2010 · Comments (0)