Original Date: 12/06/2004
Revision Date: 01/18/2007
Best Practice : Digital File Management System
The U.S. Army Aviation & Missile Command Integrated Materiel Management Center implemented a Digital File Management System that allows users to browse, search, and store files to a centrally located database. The Digital File Management System improved search capability and reduced security violations and system maintenance costs.
One of the functions provided by the U.S. Army Aviation & Missile Command (AMCOM) Integrated Materiel Management Center (IMMC) is to manage and store digital files (e.g., Word, PowerPoint, JPEG, etc.). Previously, IMMC’s file management process had an inconsistent file numbering system and was difficult to use because it required an IMMC staff member to manually log, store, and search files. When users needed files stored, they had to complete a request form. An IMMC staff member logged the request into a logbook (a physical binder, not in digital format) and assigned it a tracking number. Since the logbook was not digitally maintained, it was difficult to search for files previously stored, not knowing by whom and where each file was stored. When searching for a file, an IMMC staff member shared his/her system password and access with other staff, creating a serious security risk.
In early 2004, IMMC launched the Digital File Management System (DFMS), a web-based application that digitally manages files and generates a standardized, sequential log number. Users can browse, search, and store files to a centrally located database. IMMC staff can browse the file list that can be sorted by file name, title, or requester to search for a specific file using keyword(s) and/or a log number.
The DFMS significantly reduced security violations and maintenance costs and improved the security of stored files. With digital files maintained at one central location, the need to share system passwords and access with other staff has been eliminated. The file administration option allows the staff to limit accessibility by others, and processing and search time has been improved by 85%.
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