M3-DA · Doc Archive
The Files
File Format Used
PDFs are being considered with the current Government, the W3C (Internet Management Authority), and Adobe to maintain the PDF format in a secure, compatible, stable and reliable format for digital documentation. The point is that 2 of the largest governing bodies are focused on using the PDF format in a way that will enable and encourage the transition from paper to digital
- The files of this system are saved in PDF formats
- PDFs are a highly recognized file format and excepted by most programs
- They are small in file size which means they take up less space
- They can be further manipulated by Acrobat Standard/Pro if digital encryption or signing is needed
- The file is usually accepted by email systems when sent Opening the file only requires Acrobat Reader which is free
- PDFs are backwards compatible for several generations
File Organization
The M3-DA structure is as simple as using hard drives instead do filing cabinets.
How do you organize it? Perhaps the better question is how do you file currently? The M3 Document Archiving System will adapt to your filing system. We will set up the hard drive file structure to match your current filing system. This way you are not adapting to another technology, that technology is adapting to you.
Lets answer a few questions
Do you file by alphabet or years or a category?
Do you file by Client, Services Rendered, or Dr who performed the service?
We then take your current filling format, install that same configuration within the hard drives, and they system takes you through the rest of the necessary steps.
Here is an example
Let’s say you file by year and then by alphabet
So you have a file from 2001 the name on the file is De Plume, Jean N. You have a file few file cabinets that are marked as 2001 and then in the drawers of the cabinet you have the files broken up by Alphabet.
Now let’s take that same logic and show you how this works with the DocArchive
When you convert your paper to digital, the key to this system is how you label your currents files is how you are going to name the file electronically
Think of the file name as an electronic file label
The Hard drive(s) you have with your system will be pre set with your style of filing – like in our example there will be a folder for each year and then inside of those folders a folder for each letter of the alphabet
You would save this file in the 2001 folder under the letter “D” – here is where technology is nice the computer will automatically alphabets it within the folder it is saved in.
In the image in the left there is a list of files the only difference is the number at the end of the file name. The computer puts them in order.
