Document Management Software for the Office

by | Jun 17, 2015

Think of how much information and data flows through your office any given day. Whether it takes the form of “old-fashioned” sheets of paper or electronic documents, it can be extremely difficult to manage all of this information efficiently. The problem only gets worse as your company grows and the sheer volume of documents increases accordingly.

You can solve this problem by adding an office management software solution to your technology stack.

What is an Office Management System

An office management system is simply the way or method you manage your office’s documents. That includes everything from dealing with employee issues to financial statements and inventory problems. Most of the problems your office management system will deal with will require some degree of documentation. If you rely on a physical system, that means paperwork.

But if you use a digital system, say you’re using some sort of office management software, then you really just need a computer. Rubex by eFileCabinet is one of those office management software that can help you develop a paperless management system for your office.

If you have yet to implement an effective document office management system for your office and business, your team is most likely not operating at peak efficiency. You’re also not providing the best possible service to your customer base. That means you’re losing money due to wasted effort and due to lost business. And both of those are bad options.

In this article, we’ll talk about what features you should look for in your company’s next office management software.

The Need for a Reliable Office Management Software Solution

The most efficient small- and medium-size businesses don’t rely on outdated paper filing systems to manage their business documents. Instead, they use integrated office document management software to handle the task. Isn’t that a lot of technical vernacular. tl;dr: Paper trails are in the past. Go online and let our office management software process the drudgery for you. Less work = more play, and if there’s less to organize, there’s less to worry about.

These office management software solutions can capture, store, manage, share, and protect your paper and electronic documents, all with one easy-to-use system. They’re the supermom of software, and they do it all. Office management software is ideal for any business that is looking to increase efficiency by making the transition to a paperless workplace.

Office Management Software Systems Saves Money

If you go through endless amounts of paper reams in your office, you’ll appreciate how much money you can save by going paperless with the help of office management software. It’s not just the reduction in the paper flow that will lower your costs, but the ability to scan incoming documents into a computer and then recycle them to also decrease your storage expenses. The costs associated with ink purchases and printer repairs will also virtually disappear. We all know that the printer goes out far more often than it should, and you probably bought a new one last year that still doesn’t run like a dream. So, cut out the inefficient paper documents and printers in favor of a virtually faultless office management system.

Office Management Software Gives You Much-Needed Storage Space

By using office management software to scan your existing business documents and store them on your desktop computers or in the cloud, you’ll get rid of file cabinets and the stacks of paper that are taking up precious space in your facility. New documents are created digitally and processed into the office management software. Let’s face it, organizing a desktop is far easier than organizing and filing mountains of paper for hours on end.

Areas that were once designated for storage can now be used for more productive purposes such as creating more employee and workspaces. Your office will also look much more presentable and professional to your employees, clients, and visitors.

Increase Office Productivity With Office Management Software

An integrated document management software solution is designed to operate in conjunction with commonly used business office systems such as Microsoft Office, Salesforce, and Intuit QuickBooks. This allows you and your team to multitask with greater efficiency and spend less time on unproductive administrative activities. Scheduling tools makes it easy to assign tasks and projects to employees. If you always have access to the calendar, you can always see what project is on the agenda for that day. Chances are, you’ll be less likely to fall behind or forget because the scheduling tools do the job of remembering for you.

Fewer paper documents yield more productivity because you’re not constantly aware of the papers all over the place. What’s going to be easier to notice, a reminder that pops up periodically on your computer, or a paper schedule that will inevitably be thrown away or hidden under other papers?

Think of how much more revenue your sales staff could generate if they can focus on selling instead of managing and organizing a mountain of files. Thanks to office management software like Rubex by eFileCabinet, any office document can be accessed with just a few mouse clicks or keystrokes, which can help your team be more productive and efficient over the course of a day. And, documents online have a pending period after deletion that they can still be accessed, whereas if you shred a paper, it’s a goner.

Facilitate File Transferring and Sharing with Office Management Software

Sending a document by regular or even express mail not only takes time, but it also makes your company look outdated to customers and prospects. Even faxing is a technology that is rapidly becoming obsolete. The 21st-century method of sharing and transferring files involves using office management software to scan them and send them electronically. Instead of telling a customer they’ll receive it by mail in a couple of days, you can send it by email attachment so they gain access to their documents instantly.

Use Office Management Software to Avoid Security Breaches

Communication is key, especially communicating to the right parties. We’ve all heard horror stories about losing track of confidential documents that are not picked up promptly from printers or fax machines and ultimately fall into the wrong hands. Using software for document management can eliminate this leading cause of security breaches since documents can be transmitted electronically without the need for paper.

The system makes it easy to find specific documents from your list, so it removes the stress of tracking sensitive data.  Top-quality office management software also features data encryption capabilities and is compliant with FINRA, HIPAA and SEC regulations.

Who Can Benefit by Using Integrated Office Management Software?

Software for office document management is an affordable solution that can offer a substantial return on your investment in the form of increased productivity and lower operating costs. It can benefit just about any type of small- to medium-sized business entity, organization or professional service provider including:

Contact eFileCabinet to Learn More About the Benefits of Office Management Software

eFileCabinet offers a suite of cutting-edge office management software products and services that can revolutionize the way your business functions. You get protection, organization, and simplicity 24/7. Contact us for more information today!