Keeping your documents organized in today's super-digitized, speedy world can be difficult and time-consuming. Whether you use local storage on your computers or mobile devices, or the increasingly popular cloud storage option, it's important to implement a computerized filing system that enables your business to create, store, manage, and share documents and other files with ease.
\r\nThis article will explain what a computerized filing system is, how it differs from a traditional filing system and how you can create an electronic filing system for your business.
\r\nA computerized or electronic filing system organizes and stores your business's files on a hard drive or network space. The system can be software- or internet-based, or a simple desktop folder/file system on a computer.
\r\nThe primary reason why people use a computerized filing system is it's an easy way to safely store and organize files. This organization largely comes in the form of indexing, which categorizes and registers every document entered into the system based on specific properties that you can customize, such as file size or function.
\r\nComputerized systems also offer greater options for securing your files and sharing them, making it easier for team members to collaborate on shared documents.
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Editor's note: Looking for document management software for your business? Fill out the questionnaire below to have our vendor partners contact you about your needs.
\r\n\r\nTraditional systems are generally paper-based and manually organized, whereas electronic systems – as the name suggests – are digital, with documents organized and stored digitally.
\r\nTraditional filing systems tend to take up a lot of physical space – all of those papers require boxes or filing cabinets to store them – and these systems are susceptible to physical damage like fading, fire, flooding or other damage.
\r\nComputerized or electronic filing systems are generally more budget-friendly, they free up physical space, and offer many benefits that help you organize your documents and share them across your company with ease.
\r\nSwitching from a traditional to a computerized filing system can greatly increase your system's functionality by automating many aspects of the process, like indexing and tracking.
\r\nHere are seven ways that implementing a digital filing system can help your business manage documents more efficiently.
\r\nCreating your own computerized filing system takes time, but it is well worth the time and effort. The result is a well-thought-out and organized system.
\r\nHere are six steps to creating a computerized filing system for your business.
\r\nIf you are not overseeing the filing process, assign an administrative staff member to be responsible. Make sure your whole team is aware of what changes are being implemented and who is responsible for overseeing the process. This lets employees know whom they should go to with questions and who is designated as the point person in keeping track of important documents.
\r\nTake an inventory of all the documents you have, how big they are, what their function is, how long they need to be stored, etc. Next, loosely organize them accordingly. This is the kick-off of your actual filing process, so think carefully about how you organize documents.
\r\nKeep your main goal in mind: to make it as easy as possible for someone to find a document quickly. Folders should have a clear sense of order, they should not be cluttered, and they should not hinder your compnay's workflow. Be consistent in your labeling and separating.
\r\nYou don't need a folder for every small subgroup. For example, you can make one folder for \"Medical Records,\" and create subfolders within that folder categories by month or by year to keep your system orderly and uncluttered.
\r\nNaming your files is a vital part of the filing process. Proper and consistent naming makes it easy for anyone in your organization to quickly find a document, because they have a well-founded assumption of what the file might be named and where it might be stored.
\r\nMake sure the file name makes sense and includes the most important information regarding what the document is or says.
\r\nIf you have important paper documents that must be retained permanently, create a dedicated place within your filing system for those documents. Consider making electronic copies of the paper originals, or if you must store the paper documents, organize them according to your system.
\r\nOnce your filing is complete, make sure your entire organization is clear on how the system works and how documents must be named, filed and stored going forward. Create a document that outlines all of your filing guidelines. Keep it in your files, and include training on your filing process as part of your onboarding process.
\r\nNaming your files effectively is one of the most important aspects of an efficient filing system. Without a consistent file-naming convention in place, finding documents becomes confusing, difficult and frustrating. If you start with good habits, you set your business up for success.
\r\nTo start, understand that there are two types of files on your computer – the ones you create and the ones you collect.
\r\nCreate a system that differentiates these two file types in a way that makes sense, whether that's marking it in the file name or dictating where the file is stored.
\r\nNext, decide on a naming system. What works best varies from business to business. You have to determine the best naming system for your organization. Many businesses use a combination of name and date so documents are easy to find according to how old they are.
\r\nHere are a few suggestions to follow when naming your files:
\r\nMicrosoft SharePoint is a sprawling and versatile document management software and collaboration tool. It is suitable for businesses small and large, and it has a familiar user interface for those already accustomed to Microsoft Office 365 products.
\r\nA unique feature of Microsoft SharePoint is that users can create \"team sites,\" which serve as a tool to organize documents by team requirements in a single space. This is particularly useful for larger businesses with multiple departments. Each team site includes its own file cabinet-style folder structure, acting as a separate document depository from other team sites. Sites can be linked together if they are related. Users can be authorized to view and edit documents, as well as folders, in team sites.
\r\nYou can sync your Microsoft SharePoint account with your local hard drive, enabling automatic uploads of new documents you file in the associated drive on your computer or mobile device. Files can be dragged and dropped to this drive, imported, or scanned via a compatible printer or scanner. Synchronizing Microsoft SharePoint is an easy way to access files directly from Windows File Explorer, making it easy for individual users to upload and edit documents without interrupting their existing workflow.
\r\nUsing the more advanced features of SharePoint, however, might require some additional training. From team site to team site, for example, admins can configure different metadata fields specific to each site and subsite.
\r\nWhen it comes to collaboration, Microsoft SharePoint excels. Version control is reviewable down to specific edits. Users can see who made what changes when as well as review all previous versions of a document to see how it changed. Archived versions of documents can be downloaded to local hard drives, which is useful for creating redundant copies or quickly reverting to a previous version if edits are improperly made to a document. Custom notifications can be set so users receive alerts when a particular document is changed. While there is a check-in and checkout feature in SharePoint, you can also create a setting so that multiple users are permitted to simultaneously edit the same document; depending on your organization's workflows, co-authoring can be a useful feature.
\r\nMicrosoft SharePoint includes an audit log that makes tracking all activity easy. It provides an overview of past admin settings and how they have changed over time. The audit log is searchable, allowing users with access to review user activity, specific time frames, search terms and more. Audit logs are particularly useful for large businesses looking to improve transparency with the documents their organization produces and manages as well as businesses in industries that are subject to regulations that govern the production and transmission of sensitive information, such as healthcare organizations or legal representatives.
\r\nAs a Microsoft product, SharePoint seamlessly integrates with other Microsoft applications. These include all Microsoft Office 365 products (Microsoft Word, Excel and PowerPoint) as well as Microsoft Flow and Microsoft PowerApps. It also integrates with many third-party software applications your business already uses on a daily basis.
\r\nMicrosoft SharePoint ranges in price from $5 per user, per month to $20 per user, per month depending on the tier you choose, and the add-on features you select. Microsoft SharePoint can be purchased in combination with Microsoft Office 365 or as a stand-alone product. There is a 30-day free trial available so you can test the software first before making a buying decision.
"},"url":"https://www.microsoft.com/en-us/microsoft-365/sharepoint/collaboration","docType":"service","title":"Microsoft SharePoint","thumbnail":{"path":"https://staging.business.com/images/rz/5ee794aa7b4374ab0d8b456b/sharepoint_logo.png"},"pricing":{"isCapped":false,"isFeatured":false,"primary":true,"selected":"widget","widgetId":"10183","widget":{"id":"10183","cta":"Compare Quotes","isExclusive":false},"affiliate":{"cta":"Visit Site","link":"https://www.microsoft.com/en-us/microsoft-365/sharepoint/collaboration","name":""}}}},{"fullTitle":"Best Document Management Software for Ease of Use","bullets":["Intuitive user interface","Flexible storage options","Easy setup"],"isFeaturedBestPick":false,"isJumpLink":true,"tabTitle":"Best DMS for Ease of Use","review":{"isReview":true,"adsense":false,"canonical":"https://staging.business.com/reviews/m-files-dms-document-management-software/","review":{"fullReview":"M-Files is our pick as the easiest-to-use document management software solution. Users can quickly and seamlessly organize and manage electronic documents. Its sleek and intuitive user interface offers the familiar feel of Windows File Explorer, reducing the learning curve for new users.
\r\nView all our recommendations for document management software on our best picks page.
\r\nM-Files comes in both a cloud and on-premises version. The cloud-based version works on any of the major web browsers, including Microsoft Edge, Google Chrome, Mozilla Firefox and Safari. The on-premises version is only available on Windows operating systems. Mac and Linux users will need to use the web version of M-Files.
\r\nM-Files is extremely intuitive. The user interface is neatly organized. Users can carry out most tasks directly from a central dashboard. The dashboard displays a search bar and navigation tools across the top of the screen. These tools include Home, which returns you to the main page; Recent, which displays all recent documents you have accessed; Assigned shows any documents or tasks that are currently assigned to you and awaiting action; and Favorites displays any files or documents you have tagged as one of your favorites for quick access.
\r\nA Create button is available on the top navigation bar, which allows you to create new assignments, customers, documents or projects. Users can also scan documents using this button and use M-Files' OCR tool to make documents fully searchable.
\r\nM-Files' file explorer tool displays all publicly accessible folders and those you have access to privately. Using a toolbar on the right-hand side of the screen, users can easily view metadata, tags and filter documents. The most useful aspect of M-Files is that most major functions can be carried out directly from the dashboard in a few clicks, making it easy to learn and reducing the amount of time it could take to train others on using the software.
\r\nWhile M-Files does not offer some of the useful features more comprehensive software includes, it does have all the core document management features we looked for in these applications.
\r\nHere's a look at M-Files' core features:
\r\nUnfortunately, M-Files does not publish their pricing online. You will need to contact the company for a customized quote representative. A 30-day free trial is available, though, so you can test the software first before deciding whether you want to continue using it.
\r\nEditor's note: Looking for a document management system for your business? Fill out the below questionnaire to have our vendor partners contact you about your needs.
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"},"url":"https://www.m-files.com/en","docType":"service","title":"M-Files","thumbnail":{"path":"https://staging.business.com/images/rz/5cb0b0837b437497558b4569/M-Files-Logo-Blue-High-Resolutioncopy.png"},"pricing":{"isCapped":false,"isFeatured":false,"primary":true,"selected":"widget","widgetId":"10821","widget":{"id":"10821","cta":"Compare Quotes","isExclusive":false},"affiliate":{"cta":"Visit Site","link":"https://www.m-files.com/en","name":""}}}},{"fullTitle":"Best Document Management Software for Security","bullets":["Exceptional security ","Intuitive user interface","Flexible"],"isFeaturedBestPick":false,"isJumpLink":true,"tabTitle":"Best DMS for Security","review":{"isReview":true,"adsense":false,"canonical":"https://staging.business.com/reviews/dokmee/","review":{"fullReview":"
Dokmee is a relatively easy-to-use document management solution that features data encryption of all electronic files plus as a HIPAA-compliant audit log, which tracks user access to sensitive data. For these reasons, Dokmee is our pick as the best secure document management software.
\r\nSee all our recommendations for document management software on our best picks page.
\r\nIn addition to its encryption and audit log features, Office Gemini (the parent company of Dokmee) maintains data centers with redundant storage and round-the-clock monitoring to ensure your data is truly secure. User accounts (and all associated data) are protected with passwords that are encrypted using RSA keys. Of course, on-premises versions of Dokmee are subject to your company's own security.
\r\nDokmee offers an organized, clutter-free user interface. It has most of the features we looked for in a document management program, all of which are easily accessible through a series of tabs on a toolbar on the left-hand side of the screen.
\r\nHere is a closer look at some of the features available with Dokmee:
\r\nDokmee offers several pricing tiers and plans. There are suitable choices for businesses of all sizes and needs; however, some plans do not offer all the security features that led us to choose Dokmee as the best document management system for security.
\r\nBelow we've broken it down as to which versions include those security features.
\r\nDokmee offers a 30-day free trial. There are no obligations, and no credit card is required. The trial version includes all the features Dokmee has to offer.
\r\nEditor's note: Looking for a document management system for your business? Fill out the below questionnaire to have our vendor partners contact you about your needs.
\r\n"},"url":"https://www.dokmee.com/en-us/products/documentmanagement.aspx","docType":"service","title":"Dokmee","thumbnail":{"path":"https://staging.business.com/images/rev/prod/ce/50600-dokmee-box.jpg"},"pricing":{"isCapped":false,"isFeatured":false,"primary":true,"selected":"widget","widgetId":"10821","widget":{"id":"10821","cta":"Compare Quotes","isExclusive":false},"affiliate":{"cta":"Visit Site","link":"https://www.dokmee.com/en-us/products/documentmanagement.aspx","name":""}}}},{"fullTitle":"Best Scalable Document Management Software","bullets":["Very scalable","Express version for SMBs","11 user permission settings"],"isFeaturedBestPick":false,"isJumpLink":true,"tabTitle":"Best Scalable DMS","review":{"isReview":true,"adsense":false,"canonical":"https://staging.business.com/reviews/filehold-express/","review":{"fullReview":"
FileHold Express is our pick as the best document management system for small businesses. It is competitively priced, easy to use and scalable for growing businesses. The software is intended for five to 20 users, making it the perfect size for small businesses. For growing businesses with more than 20 users, the software easily upgrades to FileHold Enterprise.
\r\nView all our recommendations for document management software on our best picks page.
\r\nFileHold Express offers useful features that let you digitize, manage, and organize documents in a central location, and assign and manage tasks for your team. Its collaboration tools make working on documents within the system a seamless process that keeps every team member in the loop.
\r\nIf you'd like to build on the core functions of the system, FileHold Express offers premium add-on functions that improve workflow automation, establish read-only guest accounts and enable electronic signing of documents.
\r\nHere is more about FileHold Express' features:
\r\nThe cost of FileHold Express varies depending on the size of your organization and the specific features you require, including optional add-on features. You'll have to contact FileHold's sales department for a price quote.
\r\nEspecially useful for small businesses are the multiple payment options that FileHold offers clients. These include 24 months of interest-free financing (longer periods are available depending on the number of users you need to access the system), a monthly subscription option for companies with seven or more users, or a one-time licensure payment for an on-premises server-based solution. For continued software updates and technical support, the on-premises solution requires an annual FileCare subscription, which costs 20% of your initial licensure cost.
\r\nFileHold offers a 10-day, full-featured free trial with no obligation or credit card information required. In addition, you can sign up for a free software demo to see the more nuanced capabilities of the system.
\r\nFileHold Express is intended for five to 20 users – a perfect size for many small businesses. Larger companies, or those planning to expand in the near future, can easily upgrade FileHold Express to FileHold Enterprise; the system is scalable and won't require you to deal with any costly or time-consuming migrations once you outgrow the Express version.
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Editor's note: Looking for a document management system for your business? Fill out the below questionnaire to have our vendor partners contact you about your needs.
"},"url":"https://www.filehold.com/products/filehold-express","docType":"service","title":"FileHold Express","thumbnail":{"path":"https://staging.business.com/images/rev/prod/FileHold_Logo.png"},"pricing":{"isCapped":false,"isFeatured":false,"primary":true,"selected":"widget","widgetId":"10821","widget":{"id":"10821","cta":"Compare Quotes","isExclusive":false},"affiliate":{"cta":"Visit Site","link":"https://www.filehold.com/products/filehold-express","name":""}}}}]}}},"related":{"relatedArticles":[{"title":"Document Management Systems Explained","canonical":"https://www.business.com/articles/what-is-dms/","slug":"what-is-dms","thumbnail":"https://www.business.com/images/content/5ea/71aca5a215ed3788b457a/1500-0-","dek":"Digitizing your paper records might seem like a gargantuan task, but with document management software, not only is it manageable, but it could vastly improve the way your business operates.","lastModified":"2020-04-28T12:10:00Z","published":"2020-04-28T12:10:00Z","sponsored":false},{"title":"Electronic Records Management 101","canonical":"https://www.business.com/articles/electronic-records-management-101/","slug":"electronic-records-management-101","thumbnail":"https://www.business.com/images/content/5ed/0034c5a215e80388b457d/1500-0-","dek":"Find out how electronic document management can bring your business's filing system up to the 21st century, improving document organization, security and compliance.","lastModified":"2020-05-29T11:00:00Z","published":"2020-05-29T11:00:00Z","sponsored":false},{"title":"How EMR and Practice Management Solutions Can Combat Healthcare Burnout","canonical":"https://www.business.com/articles/emr-practice-management-physician-burnout/","slug":"emr-practice-management-physician-burnout","thumbnail":"https://www.business.com/images/content/5da/a4e397b4374377a8b4573/1500-0-","dek":"Healthcare IT products like electronic medical records can reduce healthcare burnout.","lastModified":"2019-10-24T12:15:00Z","published":"2019-10-24T12:15:00Z","sponsored":false},{"title":"What Is a Document Repository?","canonical":"https://www.business.com/articles/what-is-document-repository/","slug":"what-is-document-repository","thumbnail":"https://www.business.com/images/content/5ef/26c127b4374564a8b456d/1500-0-","dek":"A document repository can provide secure and efficient document storage for your business. 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