One of the most important decisions to install a document management system in an organization (company, AAPP ... see footnote) is the database where store the thousands, tens of thousands ... or millions of documents to be managed with the new software.
Although it seems a decision "technical", the consequences are very important so you should not be overlooked as a "technical feature more." We are talking about the "container" of all documents and an incorrect choice may jeopardize the operation of the company as its choice must not only respond to technical criteria.
no intention to be exhaustive, I would explore the different possibilities that are in the market and analyze its main advantages and disadvantages. I am sure that this simple exercise is enough to make an informed decision or at least serve to rule out some options quickly.
Let's start with the simplest : I store my documents and files in Windows (or Mac) scattered folders on the computers of each user. Obviously this way of keeping the documents it makes no sense (in a professional setting) because it offers the minimum guarantees of security, does not allow copies of a simple and safe and it is almost impossible to locate a particular document, unless Pepe, Mary or John casually agreed where it is. I quote just so we are clear what we expect to solve problems a good document management program.
The next step would be to keep these documents, files on a server only one that users access. It is a step forward. Greatly simplifies the creation of backups and increases the chances of finding a document when you find it. There remains an efficient search system and even possible backups require a program to track changes, additions, deletions ... to be efficient. For hundreds of documents at most a few thousand, and few users can work. But if you stand up the volume (of files or users). Third option
: a program for file management (I refuse to call it document management) that can be classified with a more or less straightforward. Maintains files of documents such as Windows (or Mac, and not repeat it more) and resolved or improved search. Not resolve at all, the problem of making backup copies of documents (sparse files) or access to them. No longer a toy for a few documents. Nothing more.
Fourth possibility: finally, a database to store documents. Really should have started here. It makes no sense to talk about document management "serious" if there is a database managing documents. So the numbers start again because there are several options.
1 .- Database "owner". Oddly enough, there are companies that offer their products on "their" own database. I say it seems to lie because this situation live for 20 years with the hardware and operating systems and it looked like it was over now. To many, not only me, we are surprised that there are companies that use their own database to store and manage documents. Almost as much as if you did not use an operating system "standard" as Windows, Mac or Linux. However, there are. There. And they have, some companies, good products. I have trouble finding "pros" to this type of filing. It is clear that for these companies for their product is great and I know perfectly well, as they have developed. But also you know very well Oracle or SQL server. You can say that are robust, but more than Oracle? I think the only possible advantage may be price. And yet, I find many drawbacks. Robustness, quality, safety ... can be compared with the "monsters" of databases that are 20, 30 or 40 years installing millions of data managers around the world? And above all: what happens if you have a problem with your provider with this company? How do you access your documents, stored in a system which nobody, nobody knows but them? I really can not imagine that it is reasonable to install a document management program on a proprietary database.
2 .- Data Base "standard." With "standard" I mean that is a known product, with many years of life, there are manuals, documentation, courses ... which you can find a technician anywhere in the world. In this category, which may seem restrictive, there are many products. To cite one: DB2, Firebird , Informix, Interbase, MySQL , Oracle, PostgreSQL , Pervasive , SQLite , SQL Server, Sybase ... All these have one characteristic: they are based in the SQL structured query language that is so, so standard, I do not think it reasonable to get out. We have a winning team. Although in this list would be 3 groups: 2.a. - The free software: MySQL, I think, the most representative or known.
2.b. - Oracle and SQL Server (Microsoft): the more widespread, long. (So \u200b\u200bmuch that it wrote some time ago on them).
2.c. - The rest . Some almost as well known as DB2 and Oracle, but owned by IBM, aimed at large companies and therefore much less widespread than Oracle or SQL server. Others have had their moment of glory, or have their niche market, but its popularity is unparalleled compared to the previous two.
First, rule out the third group, as this blog I talk about small business document management.
I'm finally with 3 finalists. Both Oracle and SQL Server or MySQL have the features considered essential for a program to be installed in an enterprise: very, very well known, there are technical experts in their handling anywhere and are very robust and scalable . From there, the discussion of whether one is better than another in this and that point is irrelevant: any of them is than enough to handle my hundreds of thousands of documents without problem. A document management software "based" on any of the three will be good or bad in itself, but not the database it uses.
For my part, if you're a regular reader you know, I like Oracle, probably because that is what I know best. But do not rule out a program that uses any of the other two. Just make sure that the company that will install the software gives you the keys access to data. If I win the lottery and go away or you fight with them just because you raise the price of maintenance, have direct access to documents is life insurance.
Note: all entries in this blog, and this particular one, use "enterprise" to refer to the organization that installed or plan to install a document management system. Can be a company, public or private, a professional office, a consultation of a physician or public administration, either a municipality or department of a ministry or a university. Even a person only (albeit with many documents). I use the word "COMPANY" for economy of language . I hope you do not have to respect the "parity" in this case and the readers of organizations that are not company did not feel discriminated against.
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