Making your office more efficient can lead to getting more work done, making more money and growing the business! If you are still filing paper files and taking up a bunch of space with filing cabinets, it’s time to move to the future! That is why document management is what most offices are choosing to do.
It’s actually really easy to get started with this no matter how large your office is. The service is the first thing you will need. This is your online account with a document management company. This is where you will store all client names and information. All you need to do is make sure you attach the documents to the right folder on your virtual space with the document management company.
Scanning all the papers in your office might end up taking a while. This will require you to actually scan each and every paper through a scanner and upload them to your account. Once you have these uploaded safely on your secure account, you can attach them to the folder for the appropriate person. Whenever you want to view a file, you can just click on the title of the attachment! This is a lot easier than having to search through hundreds or thousands of paper files to find what you need. It literally takes seconds to search something through your client files on the account.
If you don’t have the time or man power to manually scan all the files, hire another company to do it. There are actually a lot of companies that can do this for you. Since they have a lot of tools available, they can get this done quickly. Although it will cost money to hire them, it’s worth it. Your employees will be able to continue getting their work done while the outside company is doing all the scanning.
Once everything is in your computer and nicely scanned, it’s up to you what is done with the paper files. Most companies choose to have these shredded so they are less of a security risk. People who don’t have the network password won’t be able to get into your computers. This minimizes risk of you and your client’s information getting into the wrong hands. In addition to this, your files will be kept safe even if your computer does crash.
By storing files with a good document management company, everyone in the office will be able to share files with each other. This can include adding in new papers, saving e-mails and making notes. This will save a lot of time, since in the past employees would have to walk from desk to desk to deliver the appropriate files! When everything is saved in a secure online server provided by your service provider, it’s easy to access files from pretty much anywhere.
In the future you can save paper by having clients fill out information through the computer. There are even digital signature tools you can buy that make it easy to sign names on documents! There will no longer be a need to print things out or fax them when everything can be done through the computer with document management.