Today’s technology makes it easier than ever to stay organized at work, and in this article we’re going to give you some tips on how to use it to the fullest.
In years past, especially when it came to organizing documents, businesses were limited to using very rudimentary solutions. In a lot of cases, even though there are better options out there to stay organized at work, businesses are still relying on inefficient and cumbersome methods for storing their important documents.
If you’re still using filing cabinets, binders, and banker’s boxes for storing and organizing documents — this article is for you.
Stay Organized At Work With Digital Document Management
There’s a better solution out there than storing physical documents and it’s called digital document management. A far more efficient way to stay organized, compared to what we mentioned above, is to scan physical documents and store them digitally.
Hard drives and cloud storage solutions can easily hold dozens, if not hundreds, of filing cabinets’ worth of documents. Digital document management will not only help you stay more organized at work, it has the potential to free up a lot of space wherever you’re currently storing physical documents.
Since it is becoming increasingly important for businesses to be able to scan documents into an electronic format, digital document management is a standard feature on today’s commercial machines. In fact, every single one of the commercial machines we sell is capable of doing this.
Turning physical documents into digital documents is, of course, accomplished through scanning them. Once documents are scanned and stored in a hard drive, they can then be organized just as you would organize any other files on your computer.
The time spent scanning documents will be made up ten-fold when it comes to retrieving them. If you can’t remember the exact name of the document, you can search for it by keywords using your computer’s search bar. No more rifling through filing cabinets and binders to get what you need. This also eliminates the possibility of misplacing or losing a document due to it being mis-filed.
Once a document is retrieved on your computer, you can easily send it to others through email, or make copies by sending it to the printer. Everything is literally at the tip of your fingers — and best of all, you won’t even have to leave your desk.
In addition to helping you stay organized at work, we would be remiss not to mention the security benefits that come with storing documents digitally. Think of all the documents you have in your office with confidential or sensitive information. What’s there to stop unauthorized personnel from accessing those documents and using the information for malicious purposes?
When documents are stored and organized digitally, single documents or entire folders can be encrypted with password protection. That way you can ensure only those who are supposed to have access to them are able to retrieve them.
If you have any other questions or concerns about how to stay organized at work through digital document management, do not hesitate to contact me with your questions. We sell and lease a system called docuware which can streamline the whole process, and we’d love to tell you more about it.