Mastering document management search and store features is one of the first steps in effectively leveraging a document management solution. In fact, successful utilization of these systems hinges on mastering its more basic components.
We’ll begin by assessing some of the cloud-based document management functions of these solutions.
For instance, SecureDrawer can integrate with both Desktop and Online products, showcasing how the cloud harnesses an increasing amount of bandwidth, even for some of the on premises platforms.
The Speed of Information Drives Document Management Search and Store Success
The speed of information is what drives success.
That is why Google is the busiest site on the internet. It is the ultimate search engine. But eFileCabinet is the equivalent of Google for document search within an organization. That’s right, eFileCabinet is to files what Google is to websites.
In eFileCabinet, you can search by names (files folders or drawers), profiles or within the OCR engine.
With eFileCabinet, you don’t have to go to cabinets or drawers or folders or subfolders to find documents again, but you can search by these terms, if you wish.
As is the case with a Google search, you can search for the name of a document and find it almost instantly.
You can also search through indexing and OCR. When you scan a physical piece of paper, you’re making an electronic copy of it, and when that happens, eFileCabinet turns it into a pdf.
The computer doesn’t recognize what’s in that document until a very advanced and powerful software is run, called OCR. Once that’s happens, it becomes searchable in the OCR engine. (zonal OCR is different). This is a huge part of Document Management Store and Search features.
Then, by indexing it you can find documents that contain certain words within the document management solution.
Zonal OCR helps us identify fields within the document, which are all the same. But the unique identifiers are the information contained in the fields.
Within document management search and store features, you can leverage the OCR confidence of certain fields.
For instance, if you know the form is a W-2, because you know the specific fields that will be in that w-2). The fields identification is what assists with the routing of documents and simplifies storage and organization. This eliminates the need for manual data entry.
This document management search and store feature can save bundles of time just by itself for small to mid-sized organizations.
3 Different Ways to Master Document Management Search and Store in eFileCabinet
pretend you’re an enrolled agent (EA) and one of your clients’ last name is Smith. And you want smith’s w-2. Say for some reason you forget his name, but you remember the street he lives on, which is Briarwood.
If you search briarwood, you’ll be able to find his w-2 because of the metadata fields, even if the term briarwood isn’t in the title of the pdf document. It found it through the metadata of the profile of the document not the information contained within the document.
Full Text Search
If you type in Briarwood and click full text search, the w-2 will still come up. If you left click on it the highlighted word you searched for will come up.
This is full text search. Full text search lets you look inside documents and gives you a results in the HTML 5 viewing pane with documents that have words you searched for inside them, not just in their titles.
Name search: click on a cabinet, and then a drawer, say you’re looking for George Washington’s Tax return. Then go to search box and type in tax return, then click the box beneath the search bar that says “search in current container.”
Then it will retrieve those in the HTML5 previewer, and there are too many of them (such as 65 tax returns).
Then you can expand your search and type in the words “tax return George” then see you only have 3 results returned. If you had a lot of George’s in there, you could type his last name to expand search and reduce results returned in the previewer.
Watched Folders: Admin Functionality Only
Watched folders are an effective workaround for administrators of the document management solution, and serve the organization in maximizing document management search and store capacities.
The best practice for this feature is to have a dedicated scanner to your computer. If you do not have that, admins can set up watched folders that you can scan in to, and they’ll be directly mapped into the eFileCabinet document management solution.
Most document management vendors do not update their services as regularly as eFileCabinet does. Although there are older players in the industry than eFileCabinet, most of these bigger document management and enterprise content management vendors fail to envision how the future will pan out for document-intensive industries, resulting in them lagging behind in development innovation.
From the customer’s perspective, it’s crucial to choose a vendor that has at least a 10-year track record of staying abreast development trends, and across an array of different industries. This is why agile development (or scrum teams) are so important in the document management space, as these technologies must apply to even the most acute document tasks on an industry-by-industry basis.
To learn more about how eFileCabinet can solve your common office problems, visit our common office problems page or get in touch with one of our business efficiency experts.