Document management software: 5 smart ways to manage your files

5 smart ways to manage your files

We all use documents – documents that we store in a multitude of different places, and access in a variety of different ways. But having files spread across different locations can leave you struggling to find the content you need, when you need it, leading to a loss of valuable time and effort throughout your working day. Unfortunately, current document management software projects often fail.

Time spent searching for documents all adds up, so it’s important to make sure you’re managing your files as effectively as possible. Luckily, Noggle is on-hand to provide five simple solutions for getting your documents in order, and making the most of the knowledge that they contain.

1. Consider software that connects your content

Manually sorting, organising and locating files is a time-consuming and never-ending process – the best results for improved workflows are to be found by using dedicated document management software. Noggle connects all your file locations together, ensuring that whether your documents are in the cloud, on your desktop, attached to emails, or on the computer of a colleague, everything is instantly accessible, and easily shareable. No restructuring, reformatting or reorganising required.

2. Search for knowledge, not files

With Noggle, you’ll find more than just documents. Cognitive technology goes beyond simply retrieving files, but actively recommends new content based on your interests and needs. You’ll be shown a whole host of relevant and targeted results to support the content you’re searching for, and with external databases to search, such as Ted Talks libraries, you’ll discover much more than just documents.

3. Simple sharing in seconds

Once you’ve created a library of your documents, there’s a good chance that you’ll need to share your collection of files with others. But sharing a library of documents is about more than just passing on documents – it’s about communicating your knowledge, making your knowledge retrievable and encouraging others to communicate their knowledge with you. All of this without the need to share physical documents and or to manage “access rights”.

Whether you’re sending items to a co-worker, or collaborating on a project and all need access to the same material, our document management software will offer a speedy and secure way to pinpoint and distribute the files you need via shared libraries. Sharing your document libraries through Noggle promotes discussion and encourages the development of new ideas, whilst allowing you to retain complete control over who accesses and views your content.

4. See your information, visually

Documents don’t just have to be all about words. Sometimes, having a visual image in front of us can help us to better see exactly what we already know, and how to find out more. Noggle has created Knowledge Maps, acting as graphic representations of how your documents relate to each other – you’ll be able to view the bigger picture of content you’re searching for, with associated ideas and topics to support your research.

5. Get more out of a digital library

Managing your files using the latest technology will save you time and resources – you’ll be able to collate and curate your own digital library of the content that matters to you, all in a few clicks. Noggle uses intelligent processes to extract valuable information from large volumes of data, allowing you to have detailed insights and process content and knowledge in totally new ways.

With software this smart, you can let Noggle do the thinking for you.

Document management software has never been more intelligent. Noggle creates a secure peer network that syncs and connects disparate locations, so that locating and retrieving files is now the work of moments, not minutes. Search and share new depths of content and knowledge, and easily collaborate on inspiring ways of working. To see how Noggle could make a difference to the way that you manage the files that matter, install our free trial.

What is an “Insight Engine”?

Insight engine’s are cognitively enabled platforms. They interact with users in a more natural fashion, learn and progress as they gain more experience with data and user behavior, and proactively establish links between related data from various internal and external sources.

Gartner states:

“Enterprise search has dominated the way people find information, but significant changes in what is available and what is desired are gathering pace. Digital content leaders must embrace a new technology that is redefining the market around search, one that Gartner terms the ‘insight engine.’” (Source)

A cognitive insight engine provides a combination of indexing, natural-language processing, and machine-learning technologies to review an increasingly relevant corpus of knowledge from all sources of unstructured and structured data. These engines use naturalistic or visual query interfaces to deliver knowledge to people via text and cognitive visualizations.

How do searches via insight engines deliver relevant knowledge?

Insight engines extract valuable information from large volumes of complex, diverse data sources. It is important to tap into all available sources, whether they are internal or external, structured or unstructured, to provide deeper insights to users so they can make better decisions. Cognitive search provides this connection and provides comprehensive insights.

It provides contextually relevant information. Finding relevant knowledge across all available data requires cognitive systems that use natural-language processing (NLP) to understand what unstructured data from texts (e.g., documents, social media blogs, engineering reports, market research) and rich-media content (e.g., videos, scans) is about. Machine-learning algorithms help refine the insights gained from data. Trade and company dictionaries and ontologies help discover synonyms and relationships between different terms and concepts. That means there’s a lot of intelligence and horsepower under the hood of a system providing relevant knowledge or insight.

It leverages machine-learning capabilities to continuously improve the relevancy of search results. Machine-learning algorithms (e.g., collaborative filtering and recommendations, clusterization, similarity calculations for unstructured contents, and predictive analyses) provide added value by continuously refining and enhancing search results to provide the best relevancy to users.

Cognitive searches in insight engines give data-driven organizations a new generation of search functionality, enabling them to go far beyond the traditional search box and allowing users to get immediate, relevant knowledge at the right time on the right device.

Gartner Reviews for Insight Engine platforms: Gartner Vendor Reviews