There’s a strong need for a complex and sophisticated form of document management for all businesses, no matter the size. However, this is not the only way in which such a system can be used.
There are plenty of non-profit organizations and individuals who have a need to keep accurate records in an easy to use filing system that will enable them to locate material, or see what they actually have in their collection, whenever necessary.
Individuals may have a collection of old vinyl records that they want to keep preserved safely. Other people have cd collections of music, talking books, relaxation cds, DVD collections of favorite movies and TV series and even memorabilia related to any of the aforementioned materials.
Keep Accurate Records of Collectors Items and Many Other Things!
With an efficient indexing system, like The Paper Tiger Document Management Software and Filing System, that is versatile enough to handle all different formats of stored information, this will allow people to keep accurate records of their collections. Such collections are often kept stored safely away from any possible threats, whether it’s from burglary, or fire. Bank deposit boxes are a great way to keep important material and also a hard copy of the indexing system you utilize.
Book, stamp and coin collectors are notorious for keeping meticulous records of all the items in their collection so they can confidently keep looking for more treasures to add to the ever-growing collections. But it’s impossible for them to remember every single item they own before making any purchase.
A well organized indexing system will allow them to label files according to their own specific needs, so a quick glance can show if they already own the rare coin or particular book they see advertised somewhere and may want to purchase.
There are many other types of collectors that need to keep records of their collections, as well as other pertinent facts. Antiques, certain kinds of hobbies such as trains, toy cars, dolls, gem stones and more are all considered to be valuable collections to their owners. Being able to instantly see what your collection has in it by hitting a few buttons on your keyboard or reading the hard copy file is a necessity.
You may have a number of different medical problems, some of them going back years. Using this smart system means you can keep all items including test results, x-rays, other scans and receipts in one place. You never know when you’ll need a particular piece of paper or test result and this system puts everything at your fingertips.
Medical laboratories can use this type of system to catalog and store specimen samples and test results for easy location when needed in the future. Because there are a wide variety of different medical uses, having a standardized system allows for everyone to use the same method and therefore makes retrieval of vital data and specimens much easier, especially if numerous people use the same information.
You may be involved in a complex court case and have lots of different documentation. Indexing this information can help you file documents away for future reference rather than having to carry it all around with you. Some court cases can drag out for years and the files could be on a range of topics including: legislation, personal documents relating to the claim, expenses and specifics regarding what caused the legal wrangle in the first place. Document management software can be easily implemented to help keep track of where a file can be found.
Keep Track of Archives, Home Contents, Moving or Storage Boxes
Archiving of material becomes a much easier process when using document management software. These archived files and documents can then be stored somewhere off site in a secure place, which means if your current location has problems such as a fire, theft or power outage, the archived files won’t be affected.
When moving, you can label every packing box to know instantly what’s in each box and, after arriving at your destination, they can be quickly put in the correct rooms. It’s also handy if you have to keep possessions in storage for a while.
Most people have home and contents insurance. However, would you remember exactly what you had if your house burnt down? You can create a file detailing all of your possessions, their value, brands, etc. so it’s easier to deal with if the worst does happen. You can also use this if you have a wine cellar. You can easily update this as you make new purchases.
Efficient record keeping has enormous versatility in its options and so the benefits are invaluable for business people and individuals alike. These are only some of the possible uses but it’s a powerful example of how many different ways the right document management system can be utilized.
The Paper Tiger Document Management Software and Filing System is the right choice to index and catalog anything you can put a number on. See also our blog for The Many Uses of The Paper Tiger.
Tags: document management software, get organized, The Paper Tiger 'Finding' Filing System, versatility
