Digital Record Cataloguing

For organisations such as libraries and museums

, which require thorough cataloguing of items that are accessed on a regular basis, historically the main form of document management has been through index cards.

Whilst these may have served a purpose, there are a number of problems with relying on paper records to manage your document storage.

For instance, the margin for human error in filing is great, particularly in an institution such as a library where visitors are constantly using index cards to look up and check out books.

Also, if your organisation uses paper records as an inventory for unique items or sensitive information, then your data can be easily accessed and therefore potentially you are at risk of theft or damage.

The easiest way to update your cataloguing system is to move your document management system online, so that you can control it electronically through a computer system.

However, for many firms this causes the worry of how to find the time and resources to undertake the migration of your filing systems into an online format.

At Capita TDS, we have the experience and expertise to project manage your new computer-based document management system and make the transition process as painless as possible.

With our extensive knowledge, we can advise on a tailor-made solutions that fit in with the needs of your business, including digitising your information and creating an internet-based system through which you can manage and control your records going forward.

Our digital alternatives also have added benefits, such as permitting multiple user access and if you are creating records for items that can be borrowed or removed adding the capabilities to track the location of an item.

We even offer an Optical Character Reader (OCR) facility, in which users can find an item through entering key words rather than a specific record name.

by: Jake Kyle

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