Why the Paperless Filing System from eFileCabinet Is Unique
A paperless filing system can do wonders for your business, but there are many to choose from. How can you know what will best suit your business and which system to go with? The fact is, every business will have different needs. For example, you may need the ability to share documents with clients or access files remotely. Consider your unique needs, and look for the following in a paperless filing system:
1. Great search capabilities
Look for a system that offers both speed and ability using search. You want to be able to find every document related to a specific subject quickly and easily, even if you don’t know the exact file name.
2. Paperless Filing System Viewing
Look for a system that allows users to view documents without having to open them. Look for something with a viewer, allowing you to scroll through documents and see relevant content without actually opening the individual documents. The viewer should also allow for cutting and pasting of text. Additionally, it is good if the viewer opens up to the page where a searched term gets a hit on a document.
3. Integrated email
If email correspondence and messages are a big part of your business, find a system that makes all of the company’s emails searchable, allowing you to quickly locate emails regarding certain topics.
Most businesses have old files they may never use again, but need to store. Look for a system that gives you the ability to access old files if needed, but not have them put a load on your index or take space you need online. Offline archive storage is great.
5. Web access
The biggest question to ask is whether or not you want to be able to access your documents over the web. If you do, look for a system with online capabilities. Consider “Extranets,” which is remote access to restricted areas of your document store, so specified clients can gain access to only those documents, as you make them available to them.
6. Various security levels
Consider the security you want. Audit trails can be nice to have, as they allow you to see who viewed, printed, or changed files. Security against accidental deletion, keeping curious eyes off restricted documents, and protecting trade secrets are all important factors to consider when looking into security options for your paperless filing system.
7. Cost to buy and cost to implement
Cost matters, and it is not always straightforward. Consider the true cost of ownership. Is the price all-inclusive, or is there a “base price” and additional modules that need to be purchased for greater functionality? Does the price of the software include technical support and future upgrades? There are three parts to the cost implementation: the cost of actual software purchase, the cost of customization, and training the staff to use it. Keep those costs in mind.
Will the paperless filing system integrate well with other programs such as Microsoft Office, WordPerfect, Acrobat, Salesforce, and more?
9. Scanning and more
How well does it manage scanned documents? Does it provide an efficient workflow for scanned documents? How will you deal with faxes, saved Web pages, and other types of electronic information?
Remember, the best paperless filing systems for you are the ones that meet your company’s objectives at a reasonable price.