No matter what business you’re running, there’s always the necessity of managing a complex series of documents, paper filing, forms and records over a long period of time. Document indexing is the smart way to manage these records and make the most efficient use of your time.
In a lot of workplaces, managing office documents is often done in a lazy, haphazard way and can become extremely confusing, frustrating and tedious-especially when more than one person is involved in the process! Some people view filing as a chore, and it can be time consuming. In busy offices, it can actually take weeks before some papers are filed properly. Almost everyone gives filing a low priority. We all know there has to be a better way to make document management less time consuming and more manageable … the key is in finding the filing system that works best for the individual or department.
Obviously, different offices keep their records in different ways. Some are filed alphabetical, others numerically. Some offices keep physical, hard copies, others go through the hassle and expense of scanning and storing documents electronically. Such a random variety of document management methods creates problems. One decision to make is how to store the files, and the second is how to know where they’re located once they’ve been stored.
Your document management system must be simple to understand and easy to use by everyone who needs access to office records. This may include the CEO, a project manager, a sales rep, or the daily temp brought in to replace a sick assistant. That’s why document indexing is the only logical solution to meet all these required criteria.
Using document management software to track and manage your office documents will help you organize your office, and the abundance of paperwork that flows through it. The task of handling paper becomes much easier and much less onerous. There’s no need for scanning-or buying the expensive equipment needed for scanning! No need to spend hours searching through files looking for a document you haven’t even seen for five years, but that all of a sudden you must have. You can index your documents and file as you go. This means you and the entire company staff has extra time for the more important tasks of the day. Productivity increases and money is saved when you choose document indexing to manage your filing systems.
The question you’re probably asking now is, “How does this system work?” The answer is simple. The Paper Tiger Document Management Software and Filing System is the most logical filing system you’ll find. You don’t use abbreviations or simply numbers to label your files, which takes the guesswork out of locating a needed file down the road. You choose the keywords-all the keywords-that make sense when you actually create a new file. (And you can add new keywords later as they occur to you.) Because a file is placed in the first available open file, there’s no longer a need to cram another file into an already overfilled file drawer. Then you can find a file, any file, with a quick keyword search when you need it.
You choose how to file your documents. Whether by client name or subject, location, contact person, project scope, or anything else you can think. Or better yet… all of these things! Whatever keywords you choose will allow you-and anyone else-to quickly and easily locate any file you need from then on. You can easily add everything associated with that file to the index, even if it’s located in another file folder. Because each file is keyword expandable, you’ll never run out of room and will be able to locate what you want, when you want it. Anytime.
Generally, there are three choices to make for the paper that comes across your desk. Act on it, file it, or throw it out. But some records need to be kept for years, or forever. These files can easily be moved to archived storage by simply changing the location notation in your file index. Even when the location of the file changes, you’ll easily know where every company file is at any time in case something needs to be retrieved or added to later on.
If you’re working on various sections of files on a daily or weekly basis, you can store those files close at hand. That may be in a desk drawer, a filing cabinet or on a nearby shelf, depending on the needs of your business. Current files can then still be accessible without causing huge piles of folders on your desk or office chair, simply because you need them and don’t have time to file and retrieve them often. And others aren’t wasting time looking for an important document they need to meet a 5 o’clock deadline because they can check the index to see where it’s located. Document indexing is a time saver and stress reducer for everyone concerned.
Because The Paper Tiger Document Management Software and Filing System keeps track of every file’s location, and because it’s so easy to use, your entire team will increase their efficiency. They may even leave a clean desk at the end of the day. Nah … that may be asking for too much, even from document indexing software.
Tags: document management software, document management system, filing software, The Paper Tiger filing - "finding" system
