Online Document Systems For Museums
For many organisations, document management is not simply a case of keeping records
of past work or legal files it is a way of preserving unique and priceless items that will be of benefit or interest to others.For instance, lots of museums and exhibitions will have important documents within their collection. Giving visitors or scholars access to these files carries with it several risks, such as the potential for the documents to be damaged or their quality devalued through use.
Secondly, there is a security risk connected with loaning irreplaceable items, as they could be stolen or misplaced, and many historical documents are of extremely high financial value as well as being an important cultural tool. Equally, giving public access to documents increases the likelihood of them being returned to the wrong location or misfiled.
One innovative way of allowing people to appreciate and utilise paperwork that is of historic or cultural interest is to create an electronic documentation system.
By scanning copies of each document, you can create a virtual archive that can easily be managed and maintained. This can be stored on a database or even uploaded to a website, so that members of the public can access electronic duplications of the item in question without having to come into physical contact with the file in question.
By organising your document management system online, you also allow the potential for multiple users to consult the necessary items, whilst also creating an ordering system that will not be easily confused.
At Capita TDS, we can advise and assist organisations such as museums with the task of moving their archive onto an online document management system. Our expert team can project manage the task to ensure that good quality duplications are taken and stored in a comprehensive and easily accessed fashion taking the strain away from your in-house team.
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