Importing Electronic Documents in BDMS

Prepare/Create an Electronic Document

If a document is available electronically, it can easily be indexed.

Email with Attachment

If the document was attached to an email message, save the attachment to a folder and rename the document as needed.

1. In Outlook, open the message.
2. Right-click the attachment and click Save As.
3. Choose the folder provided by your department for this purpose.
4. Name the document per department standards.
5. Click Save.

Email with No Attachment

If an email message is what is to be indexed (not the attachment), save the message first.

1. In Outlook, click on the message, but do not open it.
2. Click File, then click Save As.
3. Choose the folder provided by your department for this purpose.
4. Name the document per department standards.

Email as PDF

1. In Outlook, click on the message, then click File, Save As Adobe PDF.
2. Choose the folder provided by your department for this purpose.
3. Name the document per department standards.

Word document as PDF

1. Use the Office button in the top left corner
2. click Save as, Adobe PDF.
3. A PDF document created using this method is much smaller than printing the document and then scanning it.

Other Electronic Document

Generally only import/index a document that is in a TXT, HTML, or PDF format. All other document types (e.g., Word) are considered foreigh in the system. Also, Anyone using that document must have the same software (ie: Word) to open the document. Opening a foreign document takes longer than opening a PDF.

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