Document Identification and Marking

noreply@blogger.com (consultant) — Tue, 8 Jun 2010 09:53:00 -0700

There is no question that the marking and identification of documents is being ignored at the expense of the location of the document and/or its content. Because we are still using tons of paper every day and creating PDF files, the marking of those documents is as important as the management of their content. This article pretty clearly establishes that there cannot be any effective document management if there is not secure identification for paper and PDF versions that that have been or will be distributed.

A Worthwile Article...

noreply@blogger.com (consultant) — Tue, 23 Mar 2010 10:26:00 -0700

This article is well worth reading: Small Business Document Management

Why Paper Document Management is Fundamental

noreply@blogger.com (consultant) — Mon, 1 Mar 2010 07:17:00 -0800

When documents are printed they are often done so without any branding or layer of protection. In a shared-printer environment, this is even more of a regular happening where they are left in printer trays for others to see or whatever. Information workers, temporary employees, guests and others may be walking by the printer where the document(s) are in full view.

Without a invariable policy and simple method of paper document management, paper documents are insecure and unidentified as to purpose in far too many instances. In most cases, this may not cause a problem. But, when it does, the cost is steep. The price of a DRAFT becoming an “ORIGINAL” can be incalculable.

This happens daily in thousands of companies on an all-to-frequent basis. When documents are printed for any number of reasons, it is often without any form of label or identification to prevent misinterpretation or misunderstanding. Unfortunately, rubber stamps are the most common form of paper document management and compounding the problem is their use in the margins.

The most efficient method of dealing with paper and PDF document management is to identify and label the document at the time it is printed. In the case of a PDF, the document marking should be done at the time it is created from Word. This requires both a method that is easily implemented and a policy requiring the action. If the PDF is not labeled or identified when it is created from Word, it requires a manual use manipulation and a PDF editing program to mark or stamp the document. Moreover, if the user wants to mark only selected pages of the PDF, each must be done individually which can be a tedious process.

It is essential that your paper document management process be able to make your document unmodifiable. Additionally, it should be able to mark one, all or selected pages of any document. And your method must be dynamic in allowing the instant creation of markings to meet any requirements.

Stamps that are not embedded in the text of a document are not too far away from the rubber-stamp-in-the-margin that is a process over a hundred years old. Combining stamps and text in a fashion which precludes removal is essential. Familiar menu-driven applications without cryptic commands will be the most accepted and thus, the most effective at maintaining the paper document identification policy.

Visible watermarks, while good for intra-office work and controlled-print environments, are not the most secure form of document identification. The visible watermark, if in shaded gray, can be almost instantly removed by a contrast setting on any number of copy machines with that setting. Color watermarks are a little more secure method, but still are subject to removal in a similar manner.

Hollow/Outline, embedded non-contrast sensitive marking is considered the most secure form of document identification. This is where the stamp or legend is embedded in the text and is the same color as the text of the document. This prevents the stamp from being removed by a copier setting or just being covered up as can be done with a rubber stamp in the margin. The hollow/outline form of marking becomes part of the document itself - it cannot be removed. This is the most effective form of paper document management in an overall document management policy.

Author Resource: StampIt for Word is the standard for automated document marking and is the solution for ending the use of ink pads and rubber stamps for paper document marking. StampIt combines the power of your word-processor with the power of your printer. It's like having instant, total access to custom rubber stamps that are fully automated.

noreply@blogger.com (consultant) — Sun, 17 Jan 2010 09:02:00 -0800

There are a number of articles that relate to document marking and identification. It is worth exploring these posts as they outline the necessity for paper document management by eliminating rubber stamps. A few of them can be seen at the site's blog

noreply@blogger.com (consultant) — Sun, 17 Jan 2010 08:46:00 -0800

Paper document management means not using Custom Rubber Stamps. Best practices requires an automated process that consistently and uniformly marks the pages of any printed or electronically created document.

Document Idenfication for Word Users

Document Identification and Marking

A Worthwile Article...

Why Paper Document Management is Fundamental