Understanding Document Management
Using a document management system helps your business significantly. When you’re keeping files on customers, having a document manager will save your company time and money. Using a document management system will help the managers and others in your company who need to keep track of files.
One of the best things about using document management is that you can easily import files into the system. It doesn’t matter if you’re using a cloud-based document management system or a desktop-based solution. Either way, you can import documents straight from Microsoft Office or scan your physical documents into the system.
When looking at a filing cabinet system, it gets a little confusing. How do you know which files are where? Sure, they’re alphabetical, but do you have different filing cabinets for each year? For each area of the country you work with? Using document management, you’re able to easily manage your files into folders and drawers. This ensures that files are organized in a logical way that never gets confusing.
eFileCabinet makes searching documents and files simple. You can simply search for any keyword that is in the document. Because of the optical character recognition software that is used, the files you need will always be found. You can drill down to specific files and search through them or you can do an overall search of your DMS. Either way, you don’t have to spend hours looking through files to find the one you need.
When you use the right DMS, you’re going to get updates on files when you need them. You can set up alerts that will let you know when changes are made to documents. You can also set times to get alerts, for example, if you need to make a change in three weeks, you’ll be reminded. eFileCabinet also offers document retention, which allows you to automatically delete or archive documents after a pre-specified amount of time.
If you’re trying to keep your business running efficiently, make sure to consider getting a document management system. Give us a call or fill out the form to the right for more information on how document management helps your business stay productive.