Time for a (DM) Spring clean

Spring is here and as tradition dictates we should all have a good clean! (well I certainly had a shower this morning…)

Now would seem as good an opportunity though to call on you (our customers) to consider a little document process Spring clean which should have ongoing benefits (and not just for the remainder of this year).

• Clean that scanner!

Undoubtedly your scanner(s) have sat dutifully producing images into the document management system but to keep doing this (and to ensure a longer lifespan), these devices do need regular maintenance. We published a guide based on the popular Kodak 3000 series but the principles discussed apply to any workgroup / departmental scanner.

• Clean that server!

Yes I see those quizzical looks as you ponder how to run a feather duster over a machine hidden in the bowels of a climate controlled, secure server room. Your server needs a virtual clean – IT services no doubt are ensuring relevant security updates are applied, however, over time temporary files, update installers, crash logs etc build up in the directories and can impede performance. Make sure IT has a regular maintenance plan in place – including tested backups!

• Clean that database!

I have written before about the database often being overlooked as the unsung hero of an efficient document management platform. Database files are often allowed to grow (size on disk) unchecked and these need to be reigned in once in a while. Larger databases that have been collecting / managing  data for years may also benefit from index optimisation to keep performance up. Again, make sure IT has a regular maintenance plan in place – including tested backups!

• Clean that DM data

Heard about document retention? Know what the rules (such as GDPR compliance) are concerning the retention of documents containing certain information? Did you know that all the document management platforms PacSol supply can automate document retention policies? If you don’t have a Records Manager / Data Officer for your platform – appoint one, then identify all the records in your existing platform that are no longer required / should be removed for compliance and get them dealt with. Contact us at PacSol support for any required platform guidance – we are here to help. 

• Clean that desk!

No really, clean it. I could share the article about the bacterial analysis of office keyboards but I don’t want to spoil your lunch!

Finally (no bullet for this one because I couldn’t think of a good ‘Clean…’ header), take the time to make note of your current installed version – we always publish the current version of the products we support at the bottom of our monthly newsletter. Generally speaking the newer product versions not only offer expanded functionality but are more stable and have support for more current operating system updates (ensuring your platform remains stable / error free).

It is also worth noting that most vendors (including ourselves) only officially support the two previous versions of a product, therefore should an issue occur on a much older version, the issue may not be directly addressed but rather the recommendation to update made. Updating without the pressure of an issue to fix is a far more relaxed and controlled affair – please reach out to PacSol support to discuss the availability of upgrades for your platform.

Toby Gilbertson, Customer Services Manager. March 2022.

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