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Facing The Document Dilemma |
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How IBM Lotus Domino Document Manager Helps |
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It doesn't matter if you have five employees or fifty; the efficient handling and secure storage of documents and data is one of the premier challenges faced by businesses these days. According to a study conducted by Continental Research, workers create 22 new files daily, but eliminate only nine. The same study concluded that the volume of digital information used in business is doubling every two years. This means that firms must have robust document handling systems in place, because these issues are only going to get worse. IBM Lotus Domino Document Manager has the fixes any sized company needs for its document handling and storage problems. |
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Problem : documents are housed in numerous locations, leading to wasted time as employees try to locate them. |
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Fix : The Document Manager has a centralized document library. The library is simple to set up, and easy to use. The check-in/check-out feature prevents documents from going missing. Full text search means finding what you want right away. Dragging and dropping documents from network to desktop to library makes for fast navigation. The archiving capabilities of the library facilitate long term storage, which is especially important for regulatory compliance. |
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Problem
: different versions of the same document exist, making it difficult to tell which is the most up to date. |
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Fix : Lotus Document Manager follows and controls the document from creation, revision, and approval to distribution and archiving. Using the library, a user can quickly define a lifecycle step by entering information on a simple form. Meticulous multilevel version controls, audit trails, and change notifications take the guesswork out of wondering if you have the current version of any document. Reviewers can make notes or updates, and automatic reminders keep busy executives from forgetting about a document. |
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Problem : keeping documents in numerous places with varying levels of security, running the risk of security violations. |
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Fix : Using the library and setting access levels according to user groups strengthens security, and also saves users time. State of the art Lotus Domino security features include Secure Sockets Layer (SSL) encryption and certificate-based authentication. Lightweight Directory Access Protocol (LDAP) directory enhancements tighten document security. Individual documents can be locked, keeping confidential information confidential. |
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Problem : document management systems don't integrate with applications already in use, causing employees not to utilize it. |
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Fix : Lotus Domino Document Manager provides out-of-the-box integration with many computing environments including Microsoft Windows®, IBM AIX®, Sun Solaris, and IBM ® iSeries™ technology. Employees can continue to use familiar desktop applications, such as Microsoft® Office. The Document Manager also supports collaboration over a network with conventional Web browsers or other Notes software. |
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Problem : electronic communications about documents aren't recorded, leading to missing information and mistakes |
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Fix : Domino Document Manager makes great teamwork happen through collaborative document management. This includes saving supported e-mail file content and attachments, including spreadsheets and presentations, with documents. Team collaboration is also assisted by recording presence awareness and discussion forums. IBM Lotus Instant Messaging (Sametime) users can save instant and meeting chat transcripts directly as new documents in the library. |
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Documents undergo many alterations from the beginning to the end of their life cycle. They get revised, emailed, approved, attached, and stored. They get lost and found. Finding what you need from this tangle of information has become more time consuming than ever. A c cording to Continental Research's findings, 60% of employees spend on average 15 minutes per day searching for information; 15% spend around 30 minutes; and 7% 60 minutes or more. Spread over a company with 100 employees, even 15 minutes per person adds up to 25 hours of lost time per working day. That's a staggering loss of productivity. Choosing IBM Lotus Domino Document Manager will give you back the lost productivity, add layers of security, assist in regulatory compliance, and enhance teamwork. With all that, the document dilemma will be over. |
