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The number one issue that confronts a small office is the multiplicity of files to be created, stored and retrieved on a daily basis. Since most files are generated and/or stored electronically these days, the need is to have a dependable electronic file management system that is capable to handling the range of tasks that are performed on the files or documents. File management system software attempts to meet this need of small offices.
What is 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.
Limitations of windows file management?
File management is a ‘necessary evil’ associated with computers. It’s 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 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, reading which you then open the document. In a file system, 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.
Document Management vs. File Management
There is a better alternative to a plain file management system, however – document management. Look at some of the features and benefits of using a document management solution:
In addition to the above, there are several reasons a small office should use a document management system like Sohodox. If you have a small office, you can get started with document management now. Simply download the 14-day free trial and start managing your documents more effectively.