File Management Software
The electronic system that is used by an application to organize and keep track of files is called file management software. Traditional file management software lets you create a new file, edit an existing file, and save a file. It lets you manage files with the ability to group them into folders. It maintains a hierarchical file system that uses directories/folders to organize files into a tree structure.
Explorer is the default file manager available in MS Windows.
Managing files in Windows Explorer is not very different from looking through a heap of papers on your desk. Imagine a Windows folder with hundreds of files; how slow to respond it becomes, making it almost impossible to locate a file unless you search for it! When you are pressed for time and looking for an important document you cannot avoid, you may need to click several times before you get to that document. When you find a paper document on the desk, you can at least lay your hand on it, as it is not stored with a particular name, making it necessary for you to open it before you know what’s inside. With file management software like Windows Explorer, when you search, you may find files with similar names and then you will have to open each file to confirm if that was the file you were looking for, unless you know the exact name that has been assigned to the file. Yes, the system does show you a preview, but it is too small if you want to check details.
There is a better alternative to a plain file management software, however – document management. Look at some of the features and benefits of using a document management software:
Document management software like Globodox brings the feature of adding indexing data to your documents. For example, you can store an Invoice with the Name, Amount, Date and any such piece of information. This makes it highly searchable. You can combine multiple search criteria like Party Name and Amount to quickly locate the invoice.
One of the benefits of using Globodox is that it helps you save time by allowing you to link one document to another. To remember which invoice was paid off using which check, you can simply link the check to the invoice it was used to pay off. You could also link a single check to multiple invoices that were paid off using this check; or link multiple checks to a single invoice that was paid off using these multiple checks, as the case may be.
As against file management software, document management software is backed by the speed and stability of a database.
Document management software can help control access to documents by providing security at different levels. E.g. document-level access control, private folders that no one else can access etc.
- Version Control
Some document management applications let you maintain multiple versions of the same document. Versioning is not commonly available in file management. Globodox offers you this feature. Version control is normally used by large teams where a document typically passes through several hands and is prone to being edited/reviewed a number of times Tying-in to this feature, Globodox also offers the Draft Documents feature, which allows you to check-in documents as drafts that are Under Review. These are saved as minor versions. When the final draft is approved, the document is checked back in as a Published document.
In addition to the above, there are several reasons enterprises should use a file management software like Globodox. If yours is a medium-to-large organization, you can get started with document management now. Simply download the fully-featured 30-day free trial and start managing your documents more effectively.
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