RECORDS,DOCUMENTS & DATA
Several contributors – one document W
Kris Sæther, sales director at Xait, discusses the advantages to the NHS of document collaboration systems, and how to stay on top on the production of business critical documents, such as proposals.
hat are the common characteristics of documents such as proposals? Most importantly, they are business criti- cal documents, making quality of content essential.
These documents are often complex to produce, requiring collaborative and simultaneous input from multiple contributors. The documents may have a predefined workflow of reviewing and approval. Consequently, many organisations struggle with maintaining control.
The solution: Document collaboration systems
Document collaboration solutions, such as XaitPorter, allow documents to be edited simultaneously by multiple contributors. Automatic formatting, layout and numbering ensures writers focus solely on content. Web native solutions enables contributions from multiple locations and organisations, and managers have complete control of the production process
Fact 1 Web based Advantage
- Work from multiple locations - Work with partners, sub-contractors - No local software installation
- Several people can work simultaneously on the same instance of document
2 Databased
- Automatic updating of numbering, Table of Contents, list of figures, tables & attachments
3 Automatic layout
- Documents will always be identical to the corporate guidelines - Header and footer consistent - Enhance corporate USPs - Increased focus on content
4 Complete transparency
- Can track the development of the docu- ment from day one
5 Workflow
- Responsibility clearly defined - Individual deadlines - Several reviewers
6 Commenting tool
7 Ability to copy across database
- All comments stored one place - Can see colleagues comments and give comments
- Easy to reuse information - Automatic layout and formatting ac- cording to target template
8 Blacklining
- Can easily track progress - Simplifies revision gate process - Can read changes only fast
9 Version control - Centralised document
from day one. This, combined, helps organisations to increase the quality of their content.
Traditional word processors are essentially advanced typewriters. The word processor has descended from the typewriter and early text formatting tools. Probably as a result of its heritage, the word processor was created from the perspective of a single writer and the need to make frequent edits in the document as it was developed, without the need for correction fluid. Although a major efficiency improvement, the word processor was never intended as solution to the collaborative challenges.
Document management systems (DMS) are essentially sharing and collation software. They often claim that their software is a collaborative application, but in reality, they are sharing and collation software. They cannot change the fact that information is stored in files. They simply add an extra layer of information (metadata) and provide control mechanisms for accessing these files.
Benefit
- No need to distribute document, can give participants access
- Always working on latest version
- Don’t have to wait for document access - Eliminates the time spent on checking the numbering and creating lists for front matter
- No time spent on formatting - Correct use of fonts, logos and coloring - Enhances branding - Document always ready in PDF. HTML, XML, or RTF (Word) format - Enhances quality of the document
- Control the process
- No surprises towards the end - Possibility for management to give advice and guidance early on in the process
- Participants more likely to finish work in time
- Order in the process - All reviewers can have their say before completion of the document
- Easy to have full overview - Don’t lose the comments - All comments concluded
- Significant time saver - Simplifies process of using standard write-ups and the best of previous docu- ments
- Saves time - Increased focus on what is important
- Always have access to the latest document - No time spent on getting the information from all contributors
The above table shows the benefits of a web native database document collaboration solution
With DMS, as with Word, organisations need to break the document into sub- documents, assigning responsibilities to each part. This leads to a fragmented and serial production process. This is exactly the point where project managers lose control. Then, towards the end of process, the person responsible for compiling the document needs to collate a variety of files, generate the document, and ensure that the formatting and layout is consistent.
True collaborative solution
True collaborative solutions, such as XaitPorter, are built on databases, allowing for different sub-sections of a document to edited in parallel. Basically, everyone can work on the same document at the same time, while management have complete control of the process.
Kris Saether, sales
director of Xait, has experience in helping companies world- wide work smarter to enhance the quality of documents.
Kris Sæther
FOR MORE INFORMATION E:
kris.saether@
xait.no W:
www.xaitporter.com
national health executive Mar/Apr 12 | 35
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