While every department has entirely different goals and responsibilities, there is one thing that unites them. They all aim for overall business success which can be accomplished with higher productivity levels while cutting down on their slow and tedious processes. Using the right technology can make all the difference.
Rubex document management empowers professionals in any role across an organization to automate their processes. Here are five of the best ways anyone can automate their workday with Rubex.
1. Locating a Missing File
Having a cluttered desktop filled with downloads and other documents is just one of the practices that contributes to low efficiency levels. When you’re tasked with locating a single document within the layers of folders, it can be overwhelming and time-consuming.
As hard as your team may work, they still deal with unavoidable human error which may hurt your filing system. Mistitled or misfiled documents can add even more time to the already challenging process of locating a file. In labor hours alone, your organization may lose hundreds of dollars looking for a single sheet of paper.
While other systems may boast that they have their own search feature, they often only look at titles which is unhelpful when documents have similar titles. Rubex can make your search become completely automated. You’ll be able to find any important file in just a few seconds by entering keywords that are found within the file.
2. Collecting Important Documents From Others
Collecting the necessary data from colleagues or clients can be a whole job in itself. It often consists of chasing someone down to remind them to send you certain information and bugging them until it’s actually been completed. And that’s only one small but necessary step that you need to take to work on what really matters.
With advanced automation technology, Rubex can streamline that for you. You can get the necessary information from other parties without having to remind them.
Document requests allow you to send a link to anyone, requesting a specific file. Rubex makes this automated by sending them reminders to upload the file until it’s been completed and filing it into a secure and accessible location. All of this can be done with a single click.
3.Recreating the Same File Structures
No matter what projects or clients you’re responsible for, you probably follow a similar formula for every one, thus requiring the same documentation. Recreating the same folder structure over and over can become tiring work. You may have the list of required documents pulled up to make sure you add each file to the folder to avoid missing anything.
While that may get the job done, the simpler way to do this is to use Rubex’s Templates. You won’t have to manually fill the folders. Instead, you can create a template for any folder structure that you’ll use regularly. Then with one click, you can apply this template to the folders of your choosing to populate with the necessary documents. If you need to make changes to your file structure, you can edit the template and sync them to make the changes to your existing folders.
4. Identifying Missing Documents
Even with the help of automated templates to apply the correct documents, high traffic folders may be unintentionally edited and lose important files. You will probably need to double check each folder to make sure that everything that should be there is in its proper location.
Think of the drastic consequences you would face if an employee was missing their completed I-9.
Or if you failed to properly save a client’s contract.
Instead of keeping your list of critical documents handy to cross reference with your current files, Rubex offers a one-of-a-kind feature in Missing Item Search. You can identify which folders you would like to search through to find out which ones are missing a requested document. Then you’ll know exactly where to follow up to make sure all of your folders have all the necessary records to keep your organization legally compliant.
5. Maintaining an Organized Filing System
When you’re working with thousands of files, having a clear and organized structure is important, but that’s easier said than done. At the end of a busy day, you may want to leave the file out where it’s accessible for tomorrow’s work. Those slip-ups in the name of convenience are what damage your file organization most.
Rubex uses Zonal Optical Character Recognition (OCR) to recognize a document’s characters to file it according to the rules you’ve previously outlined. Then your files can go to the folders that they’re connected to. If Rubex doesn’t recognize where it should go, it will let you know so you can update the rules. Voila! That’s automated filing in action.
Thanks to Rubex, keeping your files organized is actually easier done than said. Your files will go exactly where they’re supposed to without any extra effort from you.
Automation is a key part of keeping your organization competitive. You shouldn’t have to take time away from your important strategic planning to find a document. Rubex by eFileCabinet lets you stay focused on the most important parts of your job. If you’re ready to take your organization to the next level, discover Rubex today.