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Millennia Group Blog

Active vs Final Documents – Co-habitation?

Thursday, April 28, 2016

Via Flickr - Stuart BassilA technology issue that companies deal with on a regular basis is using one application for managing active or working documents and a separate application for the archived or final documents. Active being defined as documents in the creation or working stage and final being final or executed.

This situation exists because of how and why these documents are created, accessed and shared. Certain employees are document Creators and others are document Users and their needs are very different. The Holy Grail is one application to manage both. The reality is you need two applications. Let us explain why that is not a bad thing.

Speed and flexibility is demanded by the document Creators. The Creators just want to get their job done and get it done quickly. But that is inconsistent with the rules imposed by a document management and retention system. The document Users need the documents to support the sales, accounting or customer service functions and they need the information to be exactly where they expect to find it – it’s all about rules, control and process.

For Creators and active documents, the most common “applications” for managing the files are a network drive and folder system or a file sharing application. These applications make it very easy to create and store the files and share them via email or upload. The lack of rules allows each Creator to do their own thing in the way they work best. Employees don’t want to spend time filling in 6 description fields for each document, checking it in and checking it out. This is especially difficult when outside parties are involved, like contractors or lawyers.

For Users of final documents, companies have realized that a document management system is the only way to ensure that employees are accessing the right documents to make critical business decisions. Without a document management system, files are lost due to a lack of naming consistency or the documents are hard to find due to the share volume of folders to click through. A document management system helps force minimum descriptions and controls access to the documents.

The solution to the issue is to have a process and training to ensure that the final document goes into the document management system and follows all the rules in the transition. This can be handled via a workflow process or by establishing formal procedures. All relevant information needs to be captured and all required documents should be accounted for. There is even the possibility of migrating all working files into the final archive so that the entire history is available, but not cluttering up the Users view.

It is very difficult to build one application that is both flexible and open and yet have the control and security needed. It is more efficient to build a process that connects the two applications while letting each divergent set of user’s work how they work.

If you have questions about document management and workflow, please contact us, we would love to hear from you.

www.mgdocs.com, (630) 279-0577 x122 or info@mgdocs.com.