‘I Know I Saved It!’

I am sure that I am the only one that does this: You’re sitting at your computer, in a hurry, and you go to open Word or Excel. You click on the little yellow ‘open’ file folder and you feel like the whole world has stopped turning because -- guess what; you can’t remember where you saved your file. What subdirectory was it in? What did I call it? Was it even in this application? Was it a Word file? Was it an Excel file? Where could it possibly be?

Imagine that this problem repeats itself hundreds, if not thousands of times each day in your business. Different employees saving important documents in different ways leads to inevitable lost files. Whether saving electronic or analog (paper) documents and images, the creation of a database will help prevent lost files and lost business.

Databases give you a completely different perspective about finding documents. For example, when you create an application like Accounts Payable, a typical search could be by vendor name, number, invoice number, date, and amount. Seems fairly simple to find the document you need when searching by any of these database categories. But imagine trying to search your computer hard drive for just one lost document when those database indices are not available and when different people file documents with different names.

To help your database search when you don’t know the exact name, think about what you do know about the record. In any Database Imaging software, you can do a wild card search on any field and at get a “hit list” that gets you much closer than searching a subdirectory on your computer.

To see the advantages of database searches in action, go to www.imagesilo.com and explore the advantages of document imaging in a database.

Database applications for document imaging also offer tremendous security provisions. Want to give a new employee limited access but still have them do look ups and other work? Want to prevent someone from printing or emailing information? Want to see who has been looking at your data? The answer to all the above is in the use of a database. Document Imaging software, when used with a database, can give you an audit trail of who looked at a file, who printed it and from what PC they did it from with an IP (internet protocol) address. Want to learn more call or email Mark Zecy at American Micro Co. and I’ll send you a link to a demonstration of a database in action.