Document management system is the product of the information society, which came into being, helping enterprises to manage information assets, building a knowledge system platform for enterprises and managing all kinds of documents within enterprises.
Here is a brief introduction to how the common easy document management system on the market manages enterprise documents.
My present position involves technical and sales. Although the nature and business scope of our company may be different, the problems we face are the same. Every day, different projects or different customers will produce a large number of documents. How to distinguish them and how to manage them effectively is a thorny issue that must be paid enough attention to. Conditional companies will buy and use professional management software, but for most small and medium-sized enterprises, it is simple and economical. Let's talk about some of my specific practices.
I. Classification system
Establish a perfect classification system. Although there are many documents, they are limited in nature and classified according to their nature. Classification is hierarchical, first in the general direction of classification, and then gradually subdivided downward.
1, general direction classification
This is easy to understand, whether it is sales documents, technical documents or contract documents. , folder naming has a unified format.
2. Classification of details
For example, technical documents are generally classified by project, and each project is named by a folder. All folders are arranged by name on the computer, and viewing detailed information is more in line with our daily habit of viewing projects by time node. Files need to be named at the beginning of time, and brackets should be placed after the official version or outgoing version.
Second, standardize filing.
No matter how many documents are produced every day, they should be recorded as required. Sometimes it is often because the filing is not timely, the order of documents is not clear, or the application project or customer of a document is unknown, which should be avoided.
Third, the summary table
It is not enough to rely solely on the above methods. Sometimes, you need to do a summary analysis, especially some outgoing documents involved. On the one hand, it is necessary to register records, which include recipient information such as name, email address and telephone number, delivery date and delivery content. , and through the unified records in the form to filter, convenient query. Create all kinds of files for the project and know all the important details of the project process, so that no matter how long it takes, you will know the specific situation of the intermediate process through the contents recorded by the computer, and better understand the purpose, version and date of a file.
Archives management is a complicated project. Different companies, different positions, different personnel, the way of managing files is different. The key is to find a suitable management method. I'm the CEO of Planet, and I hope I can help you. At the same time, I also hope that netizens with different opinions can give me comments and suggestions. Thanks again!
Advertising companies do have a lot of files, and there are countless modified picture posters, which occupy the space on the hard disk and cannot be deleted. The key is that the picture you are looking for can't be found, and what you don't want to see appears in front of you every day, which is a headache.
I have summarized the following points, and I hope you can get some help from them.
1, pictures, copywriting, ppt, etc. They are all perfectly partitioned in the hard disk, or a company puts a folder, and each company subdivides several folders to put pictures, copywriting and so on. I think it's more intuitive and easier to find.
2. Set the name of the picture or copy. Many times, the picture posters we designed will be modified, and sometimes customers will say that they are still good. So we should give each file a name that is easy to remember and find. Let me give you a small example: a company asked me to do poster design. After the design was completed, I named the picture the original poster of a company. After I showed it to my client, I was not satisfied. I changed it here, changed it here, changed it here, and continued to modify it after listening to the opinions of customers. After the first revision, it was named as a company poster 00 1. After the second time, I named it the poster 002 of a company. After other customers were satisfied, it was named the final poster of a company. In this way, when customers are no longer satisfied, hierarchical naming documents will be easy to find.
2, to add, many times poster designers will redesign once a month or every quarter, frequently once a week. Then, the naming method of a company's poster design still can't tell when it was designed. Of course, you can also look at the date of the attribute, but it is too much trouble to simply add a good date when naming. The name of a company poster means 18030600 1.
There are too many old files on the hard disk. Computers that do design never like small hard disks. Too much information, revisions, albums, posters and so on. And they are all high-definition files, which take up a lot of space. We can upload some old files or files that have not been used for a long time to the cloud disk. The company can use an account and it is also convenient for colleagues to download.
The above contents are personal opinions, I hope to help you and get your praise! ?
To put it simply, I said several ways,
There is a time prompt for file modification and saving in the window system. You can find your recently modified file through comparison.
Another stupid way is to create a date folder in daily office documents, such as this one.
This is not afraid of the loss of old files, but also can be modified by comparison.
There is another software that can be compared and re-emphasized. This software is very powerful!
File management should proceed from the idea of file management and implement classified management. Index management can be carried out with the help of enterprise's internet office software or simple electronic catalogue.
If you are not sure, you can go to the local library for a field trip to see if the library has classified, classified and consulted books.
Think more, learn more, build and manage indexes by number, content, department, time and level.
You can build a cloud box private cloud enterprise network disk for the following three reasons:
Flexible expansion The file data of modern enterprises is huge, so flexible storage space is very important. The cloud box private cloud enterprise network disk supports flexible expansion and hard disk plug and play.
The secure storage cloud box supports up to 22 kinds of security functions and mechanisms, such as regular backup, encrypted storage, preview watermark, external link expiration date, cloud link encryption, sensitive word filtering, QR code login, file permission setting, etc. Protect the security of enterprise files and prevent data loss.
Efficient collaboration You can get files from the cloud box anytime, anywhere, communicate with colleagues, initiate a file stream, and remind colleagues to check and send emails ... Cloud box is not a simple file management, but on the basis of file management, it helps everyone to collaborate more easily and improve work efficiency.
Now most enterprises are paperless, and the paper version of the document is not only difficult to save, but also very cumbersome to handle. After enterprises adopt electronic documents, they can not only improve work efficiency, but also protect the environment.
After the accumulation of electronic documents of the day, a suitable file management file is also needed to manage them, so as to realize efficient office work for enterprises.
Yichang network disk is a professional enterprise file office software. First of all, the network disk can store a large number of enterprise files and back them up automatically, without worrying about the loss of storage space and files.
Secondly, the advanced search function of the network disk can quickly find the target file among the massive files, and only need to send a link when sharing the file with others.
Finally, Yichang network disk system opens the standard API interface to the outside world, which can integrate the existing business systems of enterprises and make enterprise file management and business communication more interoperable.
Nowadays, when enterprises implement file management, they often understand file management as the backup and preservation of files, which becomes an extra job, not to mention that employees will resist and have not considered how to combine file management with daily business problems. It is often difficult to achieve the desired results.
Document is an important core content that every enterprise needs to control, because it carries the development memory, experience and achievements of the enterprise. Many times, management only stays at the level of individuals or departments. These important documents will be lost because of employees' resignation, will lose their memory because of the passage of time, will be lost or damaged because of irregular use, and is more likely to be lost because of malicious spread.
Therefore, Huibotong can provide customers with various files (documents, audio and video, etc. ) stored in the management platform, to achieve orderly management, to avoid the loss of files caused by decentralized management and personnel flow. At the same time, it also provides enterprises with three management systems: process, authority and lending management system, which realizes the standardized application of enterprise documents and solves embarrassing situations such as inconvenient use, unknown whereabouts and malicious spread. General management software mainly solves process management, while WebCom manages documents that have been transformed into results, including not only the formed process management, but also the subsequent management of issuing, modifying, borrowing and returning.
Nowadays, file management is paid more and more attention by enterprises. The essence of file management is to better store files and help save the time of subsequent search. If you want to store and manage files centrally, you can try this enterprise collaborative office software-Worry-Free Enterprise Online Document.
Worry-free enterprise online documents are enterprise-level online documents supporting open source (providing 100% source code), privatization deployment (and supporting SaaS mode and PaaS mode) and secondary development. Complete functions (tables, documents, brain maps, flow charts, etc.). ), easy to operate, simple and easy to use, without training. Basically, it can meet the efficient office use needs of all people in the whole scene.
Product function introduction:
Open source:/
Online editing and collaborative office: editing by multiple people at the same time is an essential function in the office of enterprises of all sizes. Collaborative work can greatly improve work efficiency at the same cost.
Convenient operation: the knowledge base has the functions of catalog and outline like a bookshelf, which makes multiple documents structured and forms a clear and readable knowledge base like a book, which is convenient for the creation and precipitation of knowledge. Edit the content of the article at any time, without training.
Convenient operation: the knowledge base has the functions of catalog and outline like a bookshelf, which makes multiple documents structured and forms a clear and readable knowledge base like a book, which is convenient for the creation and precipitation of knowledge. Edit the content of the article at any time, without training.
Perfect authority system: organization, department, menu, role, etc., which is more suitable for enterprise management.
Efficient cooperation, support team management, and provide roles such as owners, managers, members and ordinary tourists to control the scope of information sharing.
Support a variety of documents: rich text, brain maps, online forms, drawings, etc. . .
Simple and easy-to-operate text editor
Rich and powerful online forms have all the functions you want.
Clear and Minimalist Brain Map Editing
Work together to improve team efficiency
Powerful library search engine, easy to find any file, any content, more convenient
A variety of application extensions make it easier and more convenient.
Product core features:
Privatization deployment: Provide containerized deployment scheme, support multiple modes of public cloud and private cloud, and meet the needs of different scenarios. Private is safe.
The code is open source. At present, the open source code is open source on gitee, github and other code hosting platforms, and 100% source code is open.
Strong scalability, the underlying framework of spring cloud can expand massive concurrency. At present, in addition to the knowledge base, the development team is building privatized applications such as video conferencing, mail management and task management.
Support multiple modes: support multi-tenant (SaaS) and single-tenant (PaaS) modes, with independent back-end control.
The current version of Worry-Free Document is 1.3. When the next version is updated, the following functions will be gradually adjusted:
In addition to the above functions, we will gradually open some enterprise-level PaaS products, such as project task management, privatized video conference and enterprise internal management system.