Electronic contentmanagement system is a widely used computer based application system utilized in managing workflow for better coordination among personnel. it allows the user to make, revise, review, bookmark, retrieve, search, store and publish several types of media and electronic information. This system is specifically used for industry based documentation like operator manuals, news articles, sales manuals, and for sales brochures. The content that is processed includes normal files, holographic media, video and audio files, electronic mails and web contents as well. Electronic contentmanagement system provides an easy management for people who want to design their own website and website content without relying on the help of technical personnel. It is also a valuable tool for individuals who at the same time are looking for ways to organize their web site content. It is of great value to people who don’t have the extra cash to spend on computer experts and professionals. They can just easily post their thoughts and other blogs or articles online or on their website impromptu. Customization and revision of their websites are easily managed on their own. The following are the advantages of the system: *electronic contentmanagement system saves time to publish your web content and acts very fast.*Joomla, an example of this system comes free of charge. This comes in handy and affordable. *the system is flexible enough that it can be managed through the internet and does not require any software or hardware to perform.* You can publish your contents online the soonest possible time even without technical personnel. * The handling and revision of mistakes is simple and easy to use.* It enables you to make contact with the social scene as you can, make it available for anyone to see.* As an addition to the above sentence, it allows certain amount of information to be deployed and maintains security.* You do not have to be in a certain place or time to edit the content. An internet access makes this electronic contentmanagement system a walk in the park. Electronic contentmanagement system is a user friendly system that allows you to save time, money and effort while maintaining the integrity of your website.
Documentmanagement can mean many things to many people, and can serve a variety of purposes. The intention of this article is to list the components involved in documentmanagement and to briefly describe each one. At the conclusion, there are also some important factors to help in selecting a documentmanagement system.
If you’ve never used a documentmanagement system, then it is entirely possible that you aren’t aware of how valuable these products can be. Companies and individuals who manage a diverse array of documents have found that documentmanagement systems serve to simplify their lives and make both storing documents and later obtaining those documents much easier. n cause a document to disappear into a virtual black hole, never to be seen again.
The entire process of documentmanagement can be broken down into four categories: file capture, file processing, file management and file storage. A company may require one, two or all four of these processes.
File Capture
File capture may consist of scanning paper documents, capturing existing electronic files (ex: .doc, .pdf, .tif and scanned documents), and capturing documentsfrom applications with print drivers.
Scanning – if you have a large quantity of paper documents that need to be scanned and introduced to a DMS (DocumentManagement System), then you must consider:
1. How you want the information to be retrieved and stored; and
2. How you want indexed information to be introduced to the DMS.
The manner with which you plan to access the documents later will determine which file format type the files will be saved under. The most common types for scanning output are .tif and .pdf.
The advantage of .tif file types is that they are the smallest file types and therefore take up the least amount of storage space. The advantage to .pdf file types is that they provide better options for content text searching (searching every word of a document), are easier to edit, and are overall more flexible.
The method of introducing indexed information (any field used to search and categorize documents) can range from fully automated to fully manual to somewhere in between. The more automated the process, the more file processing will be required. Extensive automation will make your project more complex and costly, but if you handle a large volume of documents, the automation will quickly pay off in the form of reduced manpower.
The actual physical scanning of the documents can also be fairly automated with batch scanning, bar codes, and database validation. Batch scanning reduces the labor in introducing the documents to the scanner. Instead of the scanner operator separating every document, scanning it separately, and then saving the file into a directory, the operator simply places all of the documents into a feeder by the bulk. The scanner then detects a document change by a blank sheet, bar code, or some other indicator.
Bar codes can also be used to represent a group of information or a client or project to populate multiple indexed fields. If you have an existing client database in your current ERP system or even QuickBooks, this data can also be used to populate or validate indexed fields.
Capturing electronic files – Existing electronic files – such as .doc, .xls, .dwg, and .dgn, – are easier to capture into a DMS. These files contain hidden properties called metadata, which can be mapped to a field in the DMS. This information might include created date, author, title, title block, and other useful information.
Once this data is mapped, these fields will be automatically populated when the electronic files are introduced. These files may be saved to a directory into which the DMS imports them, files may be dragged into the system, or a mass import may be used to bring in legacy documents.
Electronic files may also be captured through print drivers. If you commonly print reports from an application or save them to a directory, you may use a print driver to introduce them to the DMS, which will ultimately save time. Faxes may also be saved to a directory from which the DMS can pick them up for distribution before they ever go to paper.
File capture is relatively easy, but a simple digital file without any additional processing isn’t much use. You may take the file and name it and file it in Windows Explorer, but when you are cataloging hundreds or thousands of files, this is not a feasible system. Human error, if nothing else, will prevent every single file from being named correctly and stored in the proper location. Even one misplaced file can wreak havoc for a business.
Bret Lawson is a documentmanagement consultant with Practical Programs, Inc in Houston, TX. Practical Programs specializes in electronic documentmanagement for companies who use CAD files and associated documents. http://www.practicalprograms.net
A lot of businesses transition over to electronic documents because their paper documents begin to get out of hand. They take up a lot of space and are very difficult to search through for the correct file. When many people decide to switch over to electronic documentmanagement systems they are unsure of how they will manage to switch all of their paper files into the new system. It can be a large, tedious task but will definitely be beneficial in the long run. If your files are mostly all electronic already, this will be a much easier transition, but it is still important to decide on a system for how to get any papers that do come into the office into the documentmanagement software. There are a couple of important things to remember and consider prior to beginning implementation of your new documentmanagement software.
There are two main ways to transition from having all of your records in paper files to having them in an electronic format. One method is commonly known as the batch method, while the other is called the scan it forward method. The best way to determine which method to use depends on the resources you have available and the budget you have for this project.
With the batch method, companies scan all of their records at one time. This is a very expensive method and is also extremely time consuming if you do not have a high volume scanner. For most companies utilizing this method, they either hire a documentscanning company to handle this process or look into a scanner rental for high speed scanners that can get the job done as quickly as possible. The way these companies typically look at it, the additional cost for getting all files into the system immediately is justified by the convenience of accessing all of their files in an electronic format. These companies are usually very excited to start the process and want to take advantage of their new documentmanagement software.
The other method that companies use is called the scan it forward method. This process is a gradual approach that is more cost effective but takes a much longer time to complete. With this method, the idea is to scan documents into the system as you access them. So, anytime you go into the paper files, when you are done with it, you scan it into the system. From then on, the electronic document replaces the paper document. This method can be very helpful to determine which records do not need to be scanned at all. If after two years a file has not been accessed by anyone, it may be a good idea to put it in long term storage rather than paying for the time it would take to convert them into electronic documents.
No matter which method you choose, you will need to invest in this project. Make sure to carefully decide which option best suits your budget and your needs.
Like any other business, online and electronic business also needs skillful sales and service, merchandising, and marketing. Actually, careful application of all these business concepts is crucial in e-commerce than in any other business, considering the inertia of online buyers. Even a single bad online experience can discourage a customer from visiting that particular website again.
Create your website:-
In an ecommerce business, you must have a website that could be transformed into an online store. Thus, the first step is to register your URL through a registration company online. Second, select e-commerce software that has all the essential features like minimum maintenance and easily order processing. You must also check whether the software can place the search engine promptly and provide quality support for promoting and selling your products and services. There are several e-commerce solutions available to create your online catalog, out of which you have to select one that is user-friendly so that you learn it fast. It is advisable that you check the software for flexibility of adding customized features when you need them.
Start Your Online Store:-
A successful e-commerce site comprises three elements – a shopping cart, payment getaway, and merchant account.
• Shopping Cart: It is a complex software that allows you to take orders, calculate tax and shipping, display products, and build an online catalog. You can select from a range of shopping carts programs depending on what products you sell. Some programs are quite simple and others are highly sophisticated with special features such as true order management, catalog building, wish lists, gift registries, and real-time UPS shipping calculations based on weight, ZIP, and type of shipping selected.
• Payment Gateway: It automatically processes sales and authorizations online, reducing processing time dramatically. It is advisable to get payment gateway bundled with a merchant account. By doing so you avail the payment gateway at a discounted rate. If you use Pay Pal, Yahoo! Merchant Solutions store, and some other hosted systems, the payment gateway is already supplied.
• Merchant Account: This account enables you to accept payments for the products sold. You can use a bank or any other financial institution to accept and deposit credit card payments into your account. Usually, your bank will have an online facility for your transactions and fees associated with this service.
Make sure that you select your shopping cart first. You can then select a merchant account and payment gateway compatible with your shopping cart.
For operating your business successfully online, you must get visitors to your site. Majority of them will get your reference through search engines. Hence, do key word research to obtain a list of key words that can be used in your site information so that the visitors find you. Include these keywords in product names and descriptions. You will also have to design a shipping process after selecting a shipper to establish a successful order fulfillment process.
Ensure security and trust:-
Tell your customers who you are and state your privacy policies. Provide secure transactions and make payments easy for the customers. You may also use privacy certificates, escrows, and digital security to promote trust among your customers.
William King is the director of Australia Wholesalers: http://www.australiawholesalers.com , Wholesale Pages: http://www.wholesalepages.co.uk , and Aid and Trade Wholesale Dropshippers Directory: http://www.aidandtrade.com . He has 18 years of experience in the marketing and trading industries and has been helping retailers, entrepreneurs and startups with their product sourcing, promotion, marketing and supply chain requirements.
The exchange of businesscards is a time-honored ritual in the world of business. Starting with Outlook 2007, Microsoft aligned itself with that tradition (and with other email products) by adding simple, user-friendly support for electronic businesscards. Even better, Outlook’s electronic businesscards use the industry standard vCard (.vcf) format making it simple to exchange cards with other people through email.
That said, please be aware that while Outlook makes it easy to work with electronic businesscards, designing quality cards is a whole different story, and the province of the corporate marketing folks. That side of things is clearly out of the scope of an article on Outlook. What we’ll do is talk only about the mechanics of creating electronic businesscards here. It’ll be up to you to come up with a design you are proud of.
As soon as you create a new contact, Outlook automatically creates a very basic electronic business card for it. These cards are nothing more than lists of the basic information you entered for that contact, such as their name and address, along with whatever picture, if any, you have assigned to that contact. What follows is a high-level view of the steps necessary to create better cards to that replace the plain and frankly dull default ones.
To create an electronic business card for any given contact, follow these high-level steps:
Your new business card design will now be visible in Business Card view and whenever you attach it to a message you’re working on. To attach your electronic business card to a message, first position the cursor in the message at the location where you want the business card to appear. Then click Insert Business Card in the Include section of the ribbon while you’re editing the message. The card appears at the location of the cursor in the body of the message. The card is also attached to the message in .VCF format so the recipient can easily save it.
Learning how to design and work with electronic businesscards is just one of the subjects covered in the fourth lesson of the 6-week online course, Introduction to Outlook 2007. If strengthening your Outlook 2007 skills in this time of uncertain job prospects makes sense to you, I urge you to visit http://IntroToOutlook2007.info to see if the course is available through a school near you.
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