?
Solved

Document Management

Posted on 2005-03-04
9
Medium Priority
?
264 Views
Last Modified: 2013-12-03
I am a network admin for a company of 200 people.  I have been tasked with coming up with a document management system.  Currently, We have a files server with plenty of storage.  We have user directories, private departmental directories (only memebers for a particular department can get into that directory) and shared departmental directories.

Issues are that there is no archiving of old files.  Do we need a word document from five years ago?  It is somewhat difficult to find items.  Some of this may relate to end user training.  People are not always sure of the best place to save files so everyone can access them.

I guess my question is, what are other network admins doing?  Thanks for your input...
0
Comment
Question by:chadd25
[X]
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 3
  • 3
9 Comments
 
LVL 16

Accepted Solution

by:
samccarthy earned 1000 total points
ID: 13461452
We are currently using 2 methods.  The first is exactly as you describe, a File Server with lots of Storage.  I created an Archive Directory and setup the structure the same way and pretty much rely on my users to move things over when they get old.  If I see things that have been sitting awhile, like a couple of years, then I'll move them over.

You can download a wonderful free tool, the Copernic Desktop Search.  When it installs on a workstation, point it to the network and archive drives or folders.  It will index all the documents it finds and keep itself updated.  Put in a partial name and almost instantaniouly it gives me the files.

The other thing we have done is purchase a program called Laserfiche.  It is a true document imaging and management program.  It works very well, basically storing all the data in a database and indexing it all there.
0
 
LVL 4

Assisted Solution

by:SkipFire
SkipFire earned 1000 total points
ID: 13468862
I wrote a program to add an extra pop-up menu in explorer to archive an item, but the behind the scenes was basically:

\\FS1\Share\Dept Pub\Doc1.doc
\\FS1\Share\Dept Priv\Doc2.doc

Then when someone was done with files they would archive and the archive moved them to:

\\FS1\Share_Archive\Dept Pub\Doc1.doc
\\FS1\Share_Archive\Dept Priv\Doc2.doc
0
 
LVL 4

Expert Comment

by:SkipFire
ID: 13635925
I think both suggestions are valid and since he just asked for what other people are doing I'd say there are 2 very clear answers about what 2 other admins are doing.
0
Why Off-Site Backups Are The Only Way To Go

You are probably backing up your data—but how and where? Ransomware is on the rise and there are variants that specifically target backups. Read on to discover why off-site is the way to go.

 
LVL 16

Expert Comment

by:samccarthy
ID: 13640917
I would agree, a split would be appropriate here.
0
 
LVL 4

Expert Comment

by:SkipFire
ID: 13687922
No objection from me.
0
 
LVL 16

Expert Comment

by:samccarthy
ID: 13690833
Sounds good
0

Featured Post

The Eight Noble Truths of Backup and Recovery

How can IT departments tackle the challenges of a Big Data world? This white paper provides a roadmap to success and helps companies ensure that all their data is safe and secure, no matter if it resides on-premise with physical or virtual machines or in the cloud.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

I previously wrote an article addressing the use of UBCD4WIN and SARDU. All are great, but I have always been an advocate of SARDU. Recently it was suggested that I go back and take a look at Easy2Boot in comparison.
Concerto Cloud Services, a provider of fully managed private, public and hybrid cloud solutions, announced today it was named to the 20 Coolest Cloud Infrastructure Vendors Of The 2017 Cloud  (http://www.concertocloud.com/about/in-the-news/2017/02/0…
This tutorial will walk an individual through the process of installing the necessary services and then configuring a Windows Server 2012 system as an iSCSI target. To install the necessary roles, go to Server Manager, and select Add Roles and Featu…
This Micro Tutorial will teach you how to reformat your flash drive. Sometimes your flash drive may have issues carrying files so this will completely restore it to manufacturing settings. Make sure to backup all files before reformatting. This w…
Suggested Courses
Course of the Month11 days, 17 hours left to enroll

752 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question