Hint: Document Management Does Much More Than You Think
I know just about everything there is to know about document management software. In fact, most of my peers would probably consider me an expert on the topic (I’ve written over 1,000 pages about it), but that doesn’t mean much considering it’s not the sexiest thing in the world (saying it has never scored me a date), nor is there a crowning title for someone possessing such knowledge.
However, that doesn’t mean I won’t use this knowledge to your advantage. So, in this post, I’m going to explain everything that eFileCabinet does as a document management system—in hopes you’ll fully understand its power, scope, and potential to improve your office, department, or business.
Answering the Proverbial Question
There’s no shame in asking the question “What does eFileCabinet actually do?” Sometimes a customer will call in with this very question. Other times they will assume it does much less than it really does, frequently confusing it with a cloud storage solution or consumer-grade digital file repository—wrongfully dubbing it as something no more sophisticated than a Windows folder structure on a typical desktop—something akin to Dropbox, really.
Our testimonials and case studies pages are proof that our software has incredible benefits, but that still doesn’t explain its functionality, application, and ultimate purpose within the office context.
And if you’re looking for a vendor who sells a document management system that works for you, you’ll likely run into the same barriers: They tell you the benefits, not the functionality. Why does this matter?
You Can’t Maximize Benefits from Something You Don’t Understand
Yes, what eFileCabinet offers is a document management system (also commonly referred to as document management software), including several powerful add-ons. But the term “document management system” doesn’t specify meaning very precisely.
Yet, we still rely on the term to describe ourselves so people can find us in the search engines. Truth be told, although people think document management system, when in search of what we offer, it’s not the best term for describing what eFileCabinet does, nor is it the best term for describing what our competitors do (although we still do what we do better than our competitors do).
Why is this term flawed? Well, think of it: Technically, a traditional filing cabinet (which has been in circulation for over a century) is a document management system, or system for the management of documents, however you’d like to put it. Nothing revolutionary about that.
Same goes, again, for a Windows folder structure and other lightweight, consumer-grade devices that workers in the insurance, finance, healthcare, human resources, accounting, property management, real estate, and construction industries have no business using to manage information.
Now that you have the appropriate context, we’ll delve into what eFileCabinet actually does as a document management system.
eFileCabinet Solves HUGE Office Problems You Aren’t Even Aware Of
I can almost envision you thinking it: But if I have so many office problems, how come I’m not aware of them? You ask. Well, simply put, the answer is because you’ve been conditioned to view traditional work as a pain in the butt.
Work doesn’t have to be that way. It can be empowering, liberating, and a means of achieving personal growth in satisfaction in your life with the right technology, of course.
In developed countries, and especially in America, work struggles are an accepted fact of life. We push paper at our desks all day, saunter to the printer and fax machine, lose documents, then find the originals after re-creating them; we manually fill out information in forms over, and over again, search frantically for paperclips, staplers, and file folders. We rummage through desks downtrodden by paper, and return home feeling absolutely beat.
Chances are you aren’t even aware of how awful this is. Even worse, chances are you aren’t even aware of how preventable this is.
The only way you’ll ever understand the bolded text above is if you finally leverage the following tools in the eFileCabinet document management system (they’re the most important features), and are described below.
Templates are a Godsend
Don’t believe it? Read this.
Let’s say you have 100 clients, and you offer all of them the same service (not unusual). This means you will be dealing with similar documents for each client. This means a ton of mind numbingly manual folder and file creation, including manual creation of the structures for storing these documents.
This is made even worse if you organized the structure of your folders in a way that doesn’t make long-term sense for others seeking the information in your company. If you want to re-create the structure, you’ll have to copy, paste, and move folder structures.
It doesn’t matter how smart you are, this eats up time. You were more productive with information making macaroni pictures in kindergarten for your parents’ refrigerator.
That is, if you aren’t using a document management system from eFileCabinet, which solves the aforementioned problem via templates. Templates let you replicate cabinet, drawer, and folder structures across different territories of the system.
And in our lite product, Express, advanced templates will let you apply the same replicating power to documents themselves, not just folders, drawers, and cabinets within the system. And if you make the wrong structure, it’s no big deal. They can easily be deleted without deleting the information and files stored within the system.
SecureDrawer Is Literally the Best Web Portal Tool on the Market
Seriously, CPA Practice Advisor says so, and here’s why:
Email is breach susceptible. If you’re an accounting, insurance, or financial services professional, everyone is going to hate you for sending email with sensitive information.
That doesn’t mean you should never use email again. In fact, our document management system integrates with Outlook so you can still rely on traditional email for non-sensitive client information.
However, when you need to send that sensitive document, SecureDrawer lets you share it without even removing it from the bank-grade encryption vault, and the easiest way to prevent something from being breached is by not removing it from its location, or sending it transit, but granting certain users access to it, and that’s what SecureDrawer does.
You could spend time wrapping an email up in encryption to combat the breach susceptible aspects of email, but that requires time and technological expertise that most small to mid-sized businesses and departments simply don’t have.
Better yet, you can charge your customers to use SecureDrawer because it’s so sophisticated, and they won’t mind the price given how secure it is. And the more guest users you get (whether charged or uncharged for the service), the more traffic you can drive to your website, because SecureDrawer offers you custom branding with a unique URL.
Zonal OCR Makes It Feel Like the File’s Found You
Seriously, you’ll be able to find a document so fast it’ll feel like it found you instead. This is important as some studies have suggested the average worker in knowledge industries (accounting, finance, human resources, financial services, insurance, healthcare, etc.) spend over 20% of their time searching for paper-based information.
OCR (optical character recognition) prevents you from having to fill out the same form with the same information manually, and automatically routes documents where they need to go within the document management system according to user-specified metadata in the templates (see above).
Without Zonal OCR, you’re scanning a document, uploading it somewhere, and then probably losing it. With it, you’re putting it in the scanner and everything else is done automatically for you.
The recent Zonal OCR update also leverages several new modes for unparalleled document management precision—especially for accounting document management.
File Versioning is Incredible
If you’ve read this far, you’ll probably believe me right off the bat.
If you’ve ever had the same document go through several revisions, it’s probably been named and saved in two different places, creating information clutter, confusion, and document redundancy.
eFileCabinet’s document management system solves this problem by letting you save different versions of the same document within the repository, ensuring that the document name is not changed when it’s merely been edited or updated to a new version. This will ensure that the right document is utilized as a final draft, and eliminate any confusion about who edited and checked the file out.