CLASS 9.1. Distribution of physical and digital docs

Distribution of physical and digital documents.

Learning Outome: Students will be able to organize documents at physical and digital level

START

index

Index

03

Organizing physical docs

What do you remember?

02

Useful language

01

06

Digital document management

What about digital docs?

04

Going digital

05

Versus

07

Useful language

• electronic devices: aparatos electrónicos
• manageable: manejable
• storage:almacenamiento
• complexity: complejidad
• printing: impresión

What do you remember?

1. What do you remember about files? 2. What do you know about documents? 3. How can your organize files and documents?

Organizing physical documents

1. It is important organizing files and its corresponding documents in the office, so that we have everything we need at hand and we can save time and manage them with ease. 2. There differents ways in which we can organize documents. Some of them are: alphabetical order, numerical order, chronological order, geographical order, by theme or mix of them. We can also use different folders with labels and different colors. Then we place the folders in bookshelves or desks.

Organizing physical documents

3. Apart from folders, we can use filling cabinets to organize documents. 4. With respect to documents, it is useful to encode them. 5. Finally, it is also useful to have protocols to know how to organize, receive and/or file the documents.

digital document management

Process in which documents are created, sent, checked, stored and searched from electronic devices

construction and management of digital documents

management

Construction

There are some principles that should be followed for better digital doc management: - Identifiable - Based on politics - Planned - There is a responsible assigned - Organized - Measurable

Nowadays, knowledge is generated basically in digital form, that is why it is necessary to automate document centers.

some problems with physical documents

There are some problems with physical document management, so, digital mangement is presented as a complement or solution.

some of these problems are:

High costs associated with the required storage.

Unmanageable storage volume

Complexity to ensure its physical preservation.

Management with low direct accessibility to documentation.

VERSUS

Physical documents

digital documents

- Cost reduction in document printing- Cost reduction, digital storage space documents. - Reduction of consultation times and resolution of procedures for the citizenship. - Centralized and easy access to all the documentation of the institution, with the possibility of collaboration in the generation of a document.

- A lot of paper wasted- A lot of physical space is used- If the physical documents are not well oranized, you waste a lot of time looking for them. - If not well organized, there is no easy access to al documentation

in conclusion

• when organizing both physical and digital documents you should consider, the more organized documents are, the more time you will save
• when organizing files and physical docs, consider different strategies, colors, labels, folders, filling cabinets and codes for documents and of course, an inventory
• When organizing digital documents consider codes, folders, and of course an inventory
• in the office, we, workers, must take care of the asset protection

Thank you for your attention