Bulk processing, taking document control up a notch
The feedback we receive from users has provided us with valuable suggestions for both minor and major product enhancements. Unsurprisingly, some of the best suggestions we receive come from the heaviest users of our online document management system, document controllers. Due to the workload they handle, many of their ideas concern speedier methods to get large amounts of work done in a minimal amount of time - any way to reduce the stacks of paper on their desk is a plus.
Some time ago, we introduced the bulk processing feature on our system. The option to upload, register and supersede a large number of documents has always been a key feature on collaboration tools but bulk processing is a way to take that concept up a notch. The number of documents a user could register and supersede went from hundreds into thousands.
Bulk processing takes advantage of the Excel spreadsheet, traditionally the most common medium to keep track of documents on any project. Spreadsheets are already in abundance on most projects, and bulk processing makes use of them to get documents up and registered fast. Using a metadata template, bulk processing allows users to upload, register and supersede as many documents as an Excel spreadsheet can contain (about 65,000 if need be).
Anyone who is familiar with the role of a doc controller knows the value of time and effort. Once a large number of documents are prepared, compiled, examined and verified for accuracy on a project they need to be constantly maintained and updated. In the paper world, as much time can be spent chasing documents and new revisions down through phone and email as it takes to actually handle the task at hand. New revisions need to be communicated back to project participants and this cycle continues for years at large volumes.
Anything that can streamline this task is of major benefit, provided all the data can still be accurately maintained and captured. Particularly for doc controllers, features on collaboration tools like bulk processing can help make the job easier and clear a little desk space for a much deserved coffee.
Labels: Good practice, Technology
