Organizing Electronic Documents and Records in Systems (5-4) K.J. McCorry
Organizing Electronic Documents and Records in Systems Presented by: K.J. McCorry Officiency, Inc. www.officiency.com 1 Your Content is in Here Somewhere! 3 1
Benefits to Cloud Storage Online access to files No server to maintain Backup of files Share files and documents easily Better search capabilities Collaboration features and options Direct save and drag/drop from local drives 4 Challenges to Cloud Storage Perceived security issue Information is not consolidated in one location Integration with other applications/systems File restrictions on size or content Multiple systems to manage and learn Document Management Cloud Options 6 2
Google Drive OneDrive DropBox Box Apple icloud Amazon Cloud Features File Sharing Yes Yes Yes Yes No Yes File Types Google Docs Music Music All most all file types Collaboration Features Can view, edit, collaborate and create files within Can view, edit, Google Apps. collaborate and create online all Can only view MS MS office docs office docs, not edit (need to Interacts with download) Email/ Productivity Apps Interacts with. Email/ Productivity Apps Can only view and not edit online. Opens directly to application. Auto upload of photos from phone. Files can be edited (and even deleted) by other users Can only view not edit Can view, edit, online. online with Apple iwork Office Assign Tasks Suite Connects with other Limited enterprise apps collaboration (SalesForce, features NetSuite) Can only view and not edit online Auto upload of photos from phone. No access to files on tablets/ phones Comments Great for Google email users. Great for users who use PC and Windows mobile devices Works great across many platforms. Great for teams, project management and larger companies. Great for primarily Mac/ iphone users Great for just document storage Storage and System Capabilities Google Drive OneDrive DropBox Box Apple icloud Amazon Cloud Free Storage 15 GB 15 GB 2 GB 10 GB 5 GB 5GB Additional Storage Cost $2/month 100GB $2/month 100GB $10/month 1TB $10/month 100GB $10/month 1TB $4/month 100GB Operating Systems Windows/ Mac Android/ ios Windows/ Mac Android/ ios Windows/ Mac/Linux Android/ ios/blackberry Windows/ Mac Android/ ios Apple Products only Windows/ Mac/ Kindle Kindle 8 Information and Meeting Note Cloud Options 9 3
Google Keep OneNote Evernote Features System Platform Google Drive, Android Windows, Mac, Android, ios Windows, Mac, Android, ios Integration with Other Systems Only Google OneDrive, Apps Google, Outlook, + hundreds of other apps Fee/ Storage Free, must have Google Account Part of applications 7GB online Free for 60MB/month ($5/month upgrade) Color coding Notebooks, sections, pages, tags, color coding Notebooks, pages, tags Types of Data Captured Text, images, web pages, audio notes, photos Text, images, web pages, audio notes, photos, videos and documents Text, images, web pages, audio notes, photos, files Collaboration No Share notebooks Editable notes Handwriting No Yes, with OCR capabilities Yes, with OCR capabilities Offline access Yes Yes yes Access to all Cloud-Files with Single App 11 Executive Foundation Vice President 20 Desktop PC @ 2 offices, laptop (Windows), tablet (Apple) and 2 smartphones (iphone/android) OneDrive: Business files Google Drive: Personal and family files DropBox: Board files Amazon Cloud: Pictures OneNote: Meeting notes 12 4
Association Professional Association 5 Desktop PCs and laptops (Windows) Google Drive and Apps: Primary organization records DropBox: Sharing of files with board, committees and vendors OneDrive: Staff personal files Asana: Project and task management and meeting notes 13 Small Business Boutique Hotels (3) 25 5 desktop PCs, 5 laptops (Windows and Mac) Google Apps: Primary email and organization records (only accessible to the owner) DropBox: Staff access to files and records AmazonCloud: Personal files icloud: Pictures, Music Evernote: Meeting notes, reference and resources 14 Corporation Consulting Firm 500 Laptops (Windows) Box: Primary organization records Google: Email and personal file storage for employees DropBox: Vendor and external sharing outside of company OneNote: Meeting notes 15 5
Government Government Agency 2000 Laptops (Windows) and Smartphones (iphones/ Android/ Blackberry) Google Drive and Apps: Primary organization records and productivity tools Google Keep: Meeting and personal notes and reference DropBox: Sharing of files with board, committees and vendors 16 The 6 Steps to Organizing Documents Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 17 Determine location/s and distinction between each cloudbased location Determine file hierarchy and structure and document naming conventions Move and migrate data to designated location/s and purge outdated information Review system/s and test access to information Determine and review process flow of create, save, edit, delete Address user challenges Document Naming Criteria Include Title or Topic Document (i.e. Agenda, Briefing, Form, Template, Minutes, Report, etc.) Target Audience (If applicable) Version Number, if applicable (V01) Date (YYYY_MM_DD) Author, Originator or Reviewer initials, if applicable Example: Records Management Briefing_Client Name_ v05_2015-06-05_kjm 18 6
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