Finance teams wear a lot of hats. One of their most mundane, yet most important functions is to file and maintain the organization’s financial paperwork. Furthermore, your department needs to be able to find and retrieve archived documents as fast as possible. More than likely, this job takes so much time that it’s hard to focus on the priorities that actually help the organization grow.
It’s hard to find better ways to keep the company growing when you’re drowning in paperwork, and worse yet if you’re walking back and forth between your desk and one of the many filing cabinets around the office.
Not only is keeping with the traditional ways of maintaining paperwork a drain on time, it’s a very real way of unnecessarily inflating your overhead. U.S. businesses waste billions annually just managing paper. Individual businesses can lose hundreds of dollars for just one misplaced file, spent in the labor and time it takes to recover it.
Where Automation Comes In
Automation can serve a role in making your document filing processes nearly hands-free. Zonal OCR is a component to Rubex, a robust document management system, that identifies data within a document, physical or digital, and then uses that information to automatically route that file to the appropriate location within your DMS, based on the set of rules you create.
With Rubex, you can set up the system to take in large volumes of physical documents via scanner and the software Zonal OCR. Templates for standard forms allow the software to recognize what kind of form it is and identify the content in selected fields of the document. The document management system can then use that recorded metadata to file those documents in the right place, in accordance with how the company wants it filed. With just some preplanning and setup, going paperless is just a matter of scanning in documents and letting the software do the complicated work for you.
Find What You Need, Quickly
For most digital storage systems, you’d expect that simply typing in a few keywords and hitting “search” would immediately bring up what you’re looking for. However, with an extensive database of tens of thousands of files, many with similar titles, you will still likely find yourself scrolling through a large list of search results.
Rubex can cut down on the time spent searching for essential documents. Even within a digital environment, it can still take extensive time to search and browse for the exact data you’re looking for.
The key to unlocking Rubex’s search potential is with profiles. Once there’s metadata attached to your documents, it makes it much easier for the system to locate your documents. By default, Rubex’s advanced search feature looks through profile items to bring up the files you’re looking for.
Optical character recognition has been developed to not only translate printed text to data, but to also make it easier for systems to conduct full-text searches for documents, bringing up more exact results in a matter of seconds.
The Ultimate Search Tool
Rubex’s search function comes with several advanced features that allow you to customize your searches. The ways you can narrow down your searches include modifiers like searching within certain containers, file types, associated users, dates created or modified, and several others. You can also create multiple search modifiers to further narrow down your searches in large and complex document management systems.
When you start a search, you can continue narrowing down your search for documents by searching within your initial search results, using several factors including file names, file type, size, dates modified and creator.
Recent and Saved Searches
If you frequently search for documents using the same search terms, Rubex displays your most recent searches, which you can permanently save and even give a name. You can instantly make the same advanced searches with the click of a button.
Missing Item Search
When organizing your standard folders within Rubex, wouldn’t you like to know what folders are missing documents that should be there? For accounting, which of your clients haven’t submitted their W-4 or other income documents?
With Missing Item Search, you can easily check multiple folders or drawers for items that should be in them. You can initiate a search within all folders or drawers with a selected template, or template folder applied. When searching for an item, the results will show what folders or drawers created with that template do not contain the requested item.
Never Lose a Document Again
Never again pour through endless folders to find that elusive purchase order on invoice, whether in a filing cabinet or on a desktop computer. Most file explorer interfaces only allow you to search by the file name or a handful of other specific categories. Find the document using one of the most advanced search tools in the world.
Spend less time on the grind of filing and retrieving documents, physical or digital. Get those documents in front of you quicker, so you can focus your attention on the real work of finance.