Governments represent a large percentage of the business population. Therefore it’s essential that every department functions at peak capacity or the domino effect can easily happen and massive problems will occur. Governments need an efficient document management system, like Paper Tiger Document Management Software and Filing System, to help ensure that chaos doesn’t happen.
When you consider there are so many departments and different levels such as: local government, state government, federal government and international levels, that’s an enormous number of files that have to be maintained on a daily basis. The only way it can be organized efficiently is if someone takes the initiative and instigates a major change.
Ever changing rules and regulations apply to various local, state and federal government agencies. Then you have the multitude of applicable laws that apply internationally.
There has to be an intelligent, standardized document management system that can streamline the way that files are being maintained and enable every department to work together more efficiently. The positive news is that there is such a system and it’s already being used in many different companies.
Years ago, all records were kept using basic manual systems. Filing and retrieval of documents was costly in terms of both time and money. However, that can now change because employees in all departments can use the same method for naming every file they create.
Documents appear in a range of formats including paper, CDs, DVDs, and faxes. Files are capable of containing them all. This saves space, money and time and avoids duplication. Documents are easy to locate through the use of the filing system software. A few keystrokes and an employee can instantly see where a file is stored. The file can be retrieved or a document can be added and returned to its rightful place.
If someone in a different department or level needs access to a file, they use the same software to locate it. People become instantly more efficient because less time is needed for filing and retrieving documents which means more time can be spent on essential tasks.
If you add every local, state and federal department in each country together, that equals a massive number of departments and employees. Standardization of filing systems is crucial. Otherwise chaos is sure to reign.
Imagine if a prime minister or president couldn’t get their hands on documents urgently. Important decisions would have to be postponed, and that could prove to be difficult, if not dangerous at times. These key figureheads need to have the best possible support from their administrative staff, senior advisers and a reliable, modern document management system that can fulfill every requirement.
Creating a filing system where every file is named according to a certain set of guidelines, no matter where you are or what level of government you’re working in, is a vital part of keeping the governments running. Whether you’re an administrative assistant in a small local government department or the Secretary of State to the president, you should be using the same type of filing system.
Think of the amount of space taken up by physical files. If lots of documents are saved on CDs or DVDs, they take up a lot less room. If your document management software is accurate, files that are no longer active can be archived and stored off site. How to archive is simple with Paper Tiger. You would have a Location named ‘Archives’ in Paper Tiger, then simply conduct a Transfer Move of the file or files being moved to the Archive Location within your database. Paper Tiger will assign a file number in your Archives file to move the file to in the physical location.
Records also have to be easy to retrieve which will save time. It is estimated that people waste 150 hours per year just looking for lost information.
Everyone complains that the government wastes billions of dollars every year. Everyone moans about paying taxes. An absolute fortune would be saved in both money and man-hours through the use of a standardized document management system. Staff could spend more time on vital tasks, rather than looking for files or documents, which is both frustrating and extremely time consuming if an archaic filing system is being used.
Governments need an efficient document management system so that all departments can work well together without wasting billions of dollars on financially unproductive aspects of the job.
Stop Wasting 150 Hours Per Year
Paper Tiger software is a very powerful, yet simple indexing system for paper office files. It works like a search engine for paper files to help you stay organized. People using the software can save over 150 hours per year by eliminating the time-consuming task of looking for lost information.
Paper Tiger does not involve scanning your documents. Rather, the software uses the power of the computer to index the hanging file folders in office file cabinets. This method works much better than old-fashioned alphabetic methods and is a great alternative to costly and time consuming scanning and imaging solutions. You only have 5 options when it comes to paper…see them in our Document Management Decision Guide.
Tags: document management software, document management system, The Paper Tiger 'Finding' Filing System
