Can’t Find Your Document?

5 Advantages to storing your documents with a database.

Lately I’ve had several conversations with people who are struggling with document management. They’re not alone, many organizations struggle with this. Too often documents are shared with a jumble of technologies such as MS Office, Google Docs, Dropbox, and SharePoint. Unfortunately, complex naming conventions and folder structures don’t stand up to the test of time. Inevitably, you end up with a mash up of documents making it difficult to put your hands on that one document when you need it.

The Database Solution
Did you know that you can use a database to add an invaluable framework that allows you to easily find the documents you’re searching for. Using a database as a backbone, you can store documents in a logical way that works the way your organization works. Everyone’s framework is different, but some common organizing areas are department, project, author, year, category, and file type. Here are 5 advantages to storing your documents in a database framework:

1.      Easily categorize your documents.

2.      Unlimited meta tagging allows you to further refine searches.

3.      Support for complex security rules that match your organization's structure.

4.      Scalable framework that grows with you and maintains consistency over time.

5.      Automated notifications keep teams informed of additions and updates.

Original photo by Elisa Ventur on Unsplash