Nobody likes paperwork. It takes a lot of time to create, organize, file, and re-find the files. Re-creating a file costs a lot of time when you lose a document. And creates a bottleneck in most business processes.
That’s why you need to digitize and automate your paperwork.
Digitize Your Documents
When it comes to organizing and keeping track of your files, digitizing your documents is priority number one. There are so many benefits to simply digitizing your paperwork that, if you do nothing else, this step alone will give your business a massive boost in efficiency.
For example, digitizing your documents makes them easier to search. You no longer have to rifle through stacks of paperwork or search through cabinet after cabinet. With a few keystrokes you should be able to find most of your documents with ease.
Digitizing also makes sending and receiving documents easier. Whether you’re sending a document to a client or to a coworker, sending your documents digitally is faster and easier than handing them over in person. And with the right security measures in place, sending them digitally is safer.
Another reason to digitize your documents is, with the right document management software, you can set permissions and see who made what specific changes and when. That way, when there’s an error, you can correct it quickly and easily while informing the person who made the mistake what happened so they won’t make that same mistake again.
Create Standard Naming & Filing Conventions
Your ability to organize your digital documents is only as good as your organization plan. That means you have to build an organization system that makes sense for the company. Do you need to organize your documents by clients? Do you need to organize them by document type? Do you need to organize them by year?
Only you and your team can really answer those questions.
No matter how you choose to organize your documents, make sure you build out that organization system and stick to it. Don’t let anyone make a new folder and start putting random documents in it. The moment you start breaking your organization system’s rules is the moment your system no longer works.
In addition, you’ll want to come up with specific naming conventions for each of your files. This will help you find them with search should a document accidentally end up in the wrong place.
Again, talk with your team and figure out what naming convention works best for everyone. Stick to that convention and avoid typos whenever possible. A misspelling might make your document harder to find depending on your search capabilities.
Automate To Reduce Errors
A good document management software can help you automate a lot of the above-mentioned items. A DMS like Rubex by eFileCabinet can help you digitize your documents, organize all of your paperwork, and also name and file your paperwork automatically eliminating human errors and increasing the integrity of your documents.
From there you just focus on analyzing the data your files contain to help the company make more money and stop wasting your time working on small, repetitive tasks day in and day out.
The Right Document Management Software Can Help You Do This And More
Document management software like Rubex can help you organize your paperwork, automate the repetitive tasks, and much more. It provides bank-grade security, notifications of when work is due, and can even file paperwork so you never have to think about it again.
If you’re looking to speed up your company’s work processes, automating and digitizing your documents are two of the best things you can do to accomplish your goals.