Digital Document Storage: Instant Access Icon’s and Predictive Coding’s Importance

Unused Digital Document Storage Tools

Digital document storage is an enterprise technology that is largely responsible for both highlighting the inefficiencies of the traditional shared drive, and erasing any rational justification for its use in general despite its prevalence in most organizations today.

Although instant access icon’s like eFileCabinet’s SideKick is yet to acquire a generic term across vendor offerings, the vendors who do offer it make everything you would use on your desktop more functional, involving, for instance, rapid file uploading—up to 50+ files at a time, or, theoretically, 50 gigabytes at a time.

This allows the sharing of more files at once—automating a process that would otherwise take up to a half hour and allows users to shift between programs without toggling back and forth.

These instant access icon features will have a separate product that streamlines not only data migration from desktop computers and tablets, but also makes the shared drive and its traditional folder structure obsolete—overthrowing the Windows shared drive inherent to most enterprise’s operating systems for over a decade.

Digital document storage further metamorphoses the shared drive in practice and theory by allowing for what many may deem consumer-grade functionality at the level of enterprise bandwidth and capacity.

These instant access icon features should also facilitate integration with other third-party software independent of digital document storage—making this metamorphosing of the shared drive a catenary link between digital document storage and everything else on a worker’s desktop—bridging the gap between the content on workers’ desktops and high-powered digital document solutions.

These redefined connecting tools, which replace the shared drive, have drag and drop functionality, overthrowing an issue previously inherent to DDS: the ability to upload files to digital document storage from the desktop, but the inability to drag and drop files and other pieces of content to the solution.

Although entire folders on desktops are yet to see drag and drop functionality reproduced in mass, they will advent soon within the next few years among enterprise technology vendors striving to assist offices in going paperless. Other additional features of the instant access icon are the ability to unpin and pin items on desktop windows, and the ability to make files appear without time-consuming downloads, and default content pinning areas.

Finally, the add-ons of these features erase the need for out-of-browser functionality across printing and scanning functions while giving users the ability to drag files from their desktop into Outlook as email attachments. These features also prevent content duplication, erasing the file(s) in the place from where each is exported.

Predictive Coding: Its Importance in the Paperless Office

Predictive coding has much in common with template features commonly found in digital document storage solutions. However, predictive coding takes templating to a new level of sophistication—giving document management the ability to learn from and replicate certain folder and repository structures, including the content of files within these documents (such as a company letterhead) with little user intervention.

Essentially, the only part end users must partake in to reap the benefits of predictive coding are the ability to determine which documents and content are relevant for the system. Then, the system automatically categorizes them as specified into digital document storage.

Additionally, predictive coding assists internal and external auditors in summoning necessary information in accordance to relevant metadata taxonomies. Essentially, predictive coding and templates are sometimes used as interchangeable terms, although they have several subtle differences.

Much like Adjustable Zonal OCR, predictive coding helps users retrieve documents quickly through replicable file structure and content types. The more intuitive the predictive coding structure, the better its capacity to summon the information employees are looking for in basic and full text searches of the Digital document storage.

Furthermore, predictive coding takes the concept of the shared drive, as one would see it on a Windows Desktop, and regenerates it to yield the benefit of automated yet user-specified information structuring—something digital document storage, by design, should facilitate.

Additionally, predictive coding is most effective when it retains the ability to replicate itself across all an organization’s content types, and this is most obtainable through auto apply features. Although predictive coding’s functionality will vary from document management vendor to document management vendor, these functionalities are frequently overlooked and oftentimes the most underutilized features of digital document storage.

By | 2016-12-15T11:58:11+00:00 November 16th, 2016|
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