Continue reading to discover how even the most niche industries can benefit from the features of a typical document management system.
Document Management Structure for Oil and Gas Companies
Document management in the oil and gas industry is among the most complex industries in the world, demanding the organization, speed, and security that Document management system and similar technologies can provide.
Larry LePier, Chief Executive Officer at LePier Oil Company, discusses how the right document management structure helped his organization become more resourceful for its customers:
“One of the pipeline companies we work for will call me to get records about what was done to different tanks rather than have to go dig up their own paperwork. I can be sitting there on the phone and send it to them as a PDF before we end the phone call. They’ve got one whole floor on their building that’s all filing cabinets. Instead of looking through it all they call me. They know I can find it.”
As this oil company expands, the addition of various entities meant massive amounts of paperwork. Depending on the business they serve, they are required to maintain records anywhere from 3 to 5 years, and their huge warehouse was filling up with pallets of paper in plastic totes. Tami LePier, General Manager, discusses how the desire to become paperless emerged:
“I had 100-foot-long pallet shelves with two whole shelves full of paper. Something had to give. I wasn’t going to build another building just to warehouse paper.”
Tami also highlights how she can better serve her customers with the immediacy of their DMS solution:
“You can imagine—at one gas station alone, we probably do 300 or more credit card transactions per day. We used to save them all in a box, and they’d be all mixed up. Then someone calls and asks for a copy of a ticket, and I’d say, ‘Ya, you come down here and go through this box, and if you can find it, you can have it.’ Now we just drop them in the scanner and they’re saved.”
Tami addresses the legitimacy of going paperless, posing a thought-provoking question to those who have yet to reap the benefits of Document management structure:
“You don’t have to keep the paper. The banking industry now accepts an electronic copy of a check or a credit card transaction just like paper. Why not keep the images instead of the paper?”
Document Management Structure for Municipalities and Cities
Document management for municipalities and cities is extremely important. They are responsible for a myriad of documents and files: resolutions, meeting minutes, agendas, land-use records, building permits, maps/drawings, planning/engineering documents, legislative documents, police reports, historical city records, zoning information, record requests, public records, invoices, employment/staff documents, marketing materials, and safety procedures are just a few pieces of information crucial to municipalities’ and cities’ operations.
A secure DMS system helps public government agencies follow the Public Records Act (PRA) by making documents easily accessible upon the public’s request.
Stephanie McQuillan, Human Resources Manager for the City of Show Low, Arizona, describes how DMS simplified the managing of these documents:
“Our personnel files were overflowing, and we needed more and more space to maintain personnel records. With eFileCabinet, all of the personnel files are at the fingertips of each HR staff member who needs to have access to them. We’ve seen an increase in productivity because I no longer need to request files to be pulled and refiled, and I can look up any employee file in seconds.”
DMS is also available with integration for E-Recording technology—a feature particularly useful for municipalities’ and cities’ governmental needs. Register of Deeds, Don Clark, serves Saunders County, Nebraska; he notes how E-Recording has simplified the county’s administrative needs:
“I’m not a big technology guy, but this technology is very simple. It saves on the county budget. We don’t have to buy envelopes, we don’t have to buy stamps. The turnaround is just amazing.”
Deputy Register of Deeds, Rhonda Andresen, adds:
“We are very happy with how they are able to help us. The concern is no longer there.”[i]
A Hypertext Markup Language (HTML) previewer, also sometimes referred to as an HTML editor, provides an interactive toolbar when previewing files within a document management structure.
Essentially, it provides many of the functions for document altering that one would find in Microsoft Office solutions like Word, Excel, or PowerPoint—helping users remain on a single DMS platform throughout the workflow cycle.
This toolbar should launch automatically when a file is selected, giving users access to page navigation, text highlighting, magnification, width fitting, rotating, zooming, full screen, and printing functions.
These powerful, page-specific technologies allow administrators to view documents instantly and zoom, pan, auto-resize, and conduct page selection text searches.
This previewer should also have the capacity to view files in vector format, meaning the image can be enlarged or shrunken while retaining lossless image quality.
Additionally, a document management structure with the ability to generate an image of Microsoft office documents, PDF files, most picture types, and various versions of text files with a faster previewer response time is crucial, since it will load one page at a time instead of the whole document, meaning the document is usable even while downloading.
The best DMS vendors will have versioning file systems inherent to their software, allowing any file on the Document management system to simultaneously exist in several versions.
Versioning is a process by which documents are checked in or out of the document management system, and the changes made during the interim between checking out and checking in files are recorded by the document management system without requiring document editors to change the file’s name, therein reducing duplication of information and consequently freeing up storage space.
This feature prevents workers from duplicating content with different file types and names, overthrowing some of the biggest data issues of our time: the inability to identify the documents most recently worked on, and the inability to reduce clutter in digital storage repositories.
Otherwise, content can be stored in many different places and renamed by anyone—a problem further compounded by a lack of role-based user permissions. Above all, without file versioning, it becomes difficult for the creator of the document or piece of content to find the original version, particularly when multiple people collaborate on the document.
Although cloud storage tools like Google Drive erase this problem, they do not offer most of the other features mentioned within this eBook.
Satellite and Remote Access
Satellite and Remote access tools are usually accompaniments to Cloud-based, online document management structure. These access features grant a corporate headquarter or entity access to any of their satellite or remote offices/access points from any location.
This is a useful auditing tool for companies with multiple offices or branches, providing functionality for organizations with multiple locations and growth-centric objectives.
If an administrator is concerned by the prospect of manually re-creating what’s stored in his or her Windows Desktop Directory after purchasing a DMS solution, this critical add-on tool resolves that issue, allowing specified users to sync and upload preexisting directories to the DMS solution’s interface.