KRYSTAL DMS

People are used to storing and managing electronic documents in a folder structure because it is a close representation of the old-fashioned paper folders that we all used at some point of time (or still use). Sometimes finding the right document when you need it seems impossible. Where was that file saved? Who edited it last?

Folders and subfolders offer a very limited way to store documents. Folders present only one way of document grouping, which may not work for everyone. People have different approaches to organizing information; they may vary based on their professional background, search preferences, and primarily, their role in the organization. Some people prefer to see documents grouped by business area, while others may prefer to see them by document type or by year.

Metadata versus folders

If you are used to working with folder structures, you need to figure out if you need to upgrade to a "folder-less" structure using metadata.

With folders, you get a single point of view: the folder view / tree view. To find files, you can either look for a keyword inside a specific subfolder or browse the folder structure. Just like the physical filing folders and cabinets they were meant to replace, network folders are also an outdated and difficult-to-navigate way to organize and manage documents.

With metadata, you can create an unlimited number of views using the metadata you have set up. You can see the same documents from different angles and you can leverage all your metadata at the same time to search for documents.

The meta-data advantage

• it gives end-users more search flexibility
• business rules can be enforced
• workflows can be automated

Simple Solution

KRYSTAL Documemt Management System, organizes everything in one centralized place with metadata, based on what it is, so you never have to remember where it's saved, or which version is the right one. So stop wasting time with inefficient, confusing and chaotic file folders hierarchy and start finding your documents the easy way.

KRYSTAL Documemt Management System stores documents in a single level document storage structure called Document Classes. All you do is save a document to a Document Class and index the document with the properties you need, that's it. No more wandering through complex, hard-to-navigate folder structures, trying to guess where to save a file.