As I look around, I wonder where the year went! And then I turn around and it is Christmas already!! In my battle with OCD, I find myself going through my catalog of inventory of everything from clothes to travel kits at home and know that I really must drive my employees simply crazy when I think about it! Most of the time my employees laugh about it, and other times they simply grit their teeth and bare it. Unfortunately for me, I have to live with me on a daily basis, and I have to admit I am somewhat annoying at times. But now with a paperless office option, my office can function alot more efficiently. Do you have paperless records management software at your office? https://askads.net/electronic-services-for-a-paperless-office/
So when someone says, hey “whatcha gonna do for the New Year?” I brace myself take a deep breath, and before panic shows on my face, I laugh and say something normal like, “oh we are going to stay home”. But the panic stays with me because I am thinking OMG I have to get my house and office in order for the New Year! Do you have your house in order to be prepared for 2013? Do you have all your new files created? Do you have all the old files purged properly or moved to the inactive file? Do you have to do all this manually? There is a simpler way.
I know you know what document management is right? It is simply the organization of your current files whether you keep them in paper form, or electronic form on the server, etc. But do you know where to find every document? Does everyone name the document the same and/or do you know who created the document or further more do you know who changed it last? Here’s where an Electronic Document Management System comes in to play. It fixes the four “W’s” – Who, What, When, & Where.
Simply put, an electronic document management system (EDMS) is a system that can replace paper files and documents in an office, and enable users to send electronic documents through the same steps a paper document or file would follow. In other words, you virtually become a “paperless office”. EDMS systems are primarily used to increase efficiency and eliminate the costly inconsistencies that are common in a paper based process. An example of the “Who, What, When & Where” would be when your employee creates a document in Cabinet, it automatically names and dates the document for you and then files it in the appropriate folder for you! You can go back a year from now and it has documented even down to the exact time the document was created.
On the increased efficiency side, Cabinet EDM systems create a workflow for your documents. For instance, if the company has a new employee whose application must be approved and it must proceed from HR Manager to the President and back, then an EDMS must provide the same path. So a true EDMS not only provides storage, but must provide the same workflow capabilities. Along the way it must also protect documents so that only authorized people can view, edit and/or delete documents based on the individual’s access rights. An example might be a client’s financial records. These records should be kept confidential and an audit trail kept of all access. An EDMS is a step up from the point solutions like spreadsheets and word processors as it is a company wide solution. It must be easy and straightforward to use and ideally integrate with other applications the office is already using with a minimum of effort.
So your “office house” is really no different than your “house” at home. Everything has its place and the more efficiently you can make it for all parties involved, the happier the environment will be for everyone! Have a safe and wonderful holiday season!! www.askads.net