Reorganizing Your Organization’s Data Bank

By Author: Duane Hope
Total Articles: 6
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If only computers had existed 2000 years ago, imagine the wealth of information at our disposal now. A document management system existed even then, in the form of epics and legends. Sharing hosting and services are more efficient and reduce operating cost, increasing return on investment.
Document Management Systems (DMS)
So, what does document management mean in today’s high tech parlance? Storing and retrieving huge amounts of information have a physical limit. Software for managing documents is a vital part of any well run organisation. The software provided by a DMS vendor is designed to assist the organisation from ground up. Unlike your computer’s filing structure, the DMS stores information in a centralised storehouse or repository. Any information of value that the organisation could use is stored here, and protected against loss. Search tools enable locating and sharing this information easy. What are the benefits of a document management system?
• Lesser storage space
• Easy retrieval of data
• More efficient search
• Better ...
... security
• Efficient disaster recovery
• Archiving digitally
• No more lost files
• Better internal operations
• Preservation of the organisation’s intellectual capital
All these factors will give your company a competitive edge and naturally better customer satisfaction.
Sharing Servers
Different websites sometimes share a single server because, it is cost effective. When you sign up with a shared web hosting site, your site shares the server with hundreds of others. This works because most of the websites generate very little traffic. The resources too are under-utilised. Shared hosting is sufficient for a small business or a personal website. Most providers of shared web hosting provide email accounts and plenty of disk space. The disk space they provide is almost always under -utilized. This is why the system works. Unless the host oversells, shared hosting is not a problem. When several websites fight for just one gigabyte of memory and bandwidth, all the websites become slow. Chances of this happening are very remote, thus making this cost-effective.

Shared Services
The answer to an organizations’ efficient delivery of service is shared services It is a management paradigm that major companies use the world over, to organise and provide internal support efficiently. The search for cost-effective and efficient staff services led to the formation of this business unit. With shared services, the competence of staff resources of the entire organization is vastly improved. It allows sustained performance excellence. Delivering high value services to customers at a very low cost is now possible. Greater accountability is an added benefit. Sharing services can provide a number of long-term as well as immediate benefits to an organization. The benefits being,
• Customer interaction increases.
• Increase in the consistency of information shared.
• Reduction of staff will not affect quality of service
• There is greater customer satisfaction due to improved efficiency.