The Way Of Enterprise Document Management

With the popularity of computer office, enterprise Informatization makes electronic documents the main carrier of intellectual property. The higher the degree of informatization, the more electronic documents will be generated by enterprises. Is it possible to manage enterprise documents and make full use of them? enterprise The value of intellectual property is not only an important indicator of the degree of enterprise informatization, but also a major plan for the development of enterprises.

Traditionally, enterprise documents are stored in the local computers of enterprises, and enterprises can be classified by different classifications of documents. File Save to the relevant directory, so there may be a multi-level subdirectory. Although it can start with the root directory theoretically, it can go through a long path (for example, the E file under the B subdirectory under the A computer D disk C directory) until the document is found. This is not allowed in a competitive society that is most efficient. Therefore, people use the search method to solve this problem, and flattening the tree like document structure. This also creates a problem, that is, accuracy. This problem needs to design an appropriate sorting mechanism to solve it. In fact, sorting is a worthy consideration in human-machine interaction. An appropriate sorting mechanism can make enterprise documents more orderly, have better readability, and improve the efficiency of document management.

To understand the enterprise document sorting mechanism, we must first analyze the basic composition of enterprise documents. Generally speaking, enterprise documents are made up of text, photos, drawings, forms, audio, video and so on. The type is quite complex, and the diversity of electronic documents brings great inconvenience to document management. Large enterprises usually analyze the business of their enterprises, use astronomical manpower, material resources and financial resources to establish a complete set of document management mechanisms. For small and medium-sized enterprises, it is unnecessary to invest a lot of resources to develop their own document management mechanism.

I. E-MAIL mode

This method usually saves documents in the mail attachments, which is very common in small and medium-sized enterprises. It has its inherent advantages, that is, the speed of communication is fast. The existing mature mail system and mail clients (such as outlook, Foxmail, Thunderbird, etc.) can be used to archive and distribute enterprise documents. In this way, enterprise documents are basically managed through time sequencing. The disadvantages are obvious. First, the files must be compressed before uploading. After downloading and decompression, they will be able to read, time-consuming and laborious, and the storage and uploading of mailboxes are limited in size. If you take the form of enterprise mail, one will cost a lot, and the two will be greatly affected by the speed of the network. If the service provided by the large-scale website is not only to consider the influence of network speed on document management, it should also consider the unfavorable factors of the attachment size restriction to the preservation of enterprise documents. What's more, these documents are scattered in different mailboxes. It is difficult to realize the sharing and utilization of documents, and can not realize the fast search of documents. Therefore, it is impossible to adapt to multiple versions of an enterprise document and other unforeseen circumstances.

Two. File sharing server

A shared server is built inside the enterprise to store documents and share them in the server. By filing files in file servers, file sharing can manage documents, it can achieve a relatively simple search function, but it is still difficult to mine and reuse enterprise documents. Because this method is basically a simple combination of document sorting sorting and time sequencing, which can provide basic document management requirements, but the function is far from meeting the needs of enterprise document management.

Three, professional document management software

Some of the larger software developers, such as ease, pan micro software, DEA technology, provide many solutions for SMEs, and develop many professional document management software. But considering the cost of software and training costs, more companies use SVN version control tools to manage documents, especially high-tech enterprises. This method is more advanced, and it is a sort of mixed sort management. It can control the source, direction, time and so on of the document well, but the technical threshold requirement is relatively high, the specialty is strong, and the related software is also more complicated.