If your office struggles to find effective paper management processes, it might be time to consider Document Management. Document Management often takes place in the form of a software solution that helps you manage paper processes in your office. However, your company does not necessarily need to invest in a Document Management Software solution immediately to see effective results.
To start the Document Management process, you will utilize a device that is probably utilized in your office already: your copier or multifunction printer. Though management software would greatly benefit you, this machine is enough to jumpstart the paper organization in your office. Your copier can be used to create digital copies of documents in your office, which can be stored on your PC or your cloud service network.
Here are three steps to taking control of the paper in your office:
1. Develop a Plan
Though there are many tools for organizing paper in your office, they can often take up needed space. Bins take up space on desks and cabinets take up a considerable amount of floor space. When files are stored digitally, they are more effectively organized and save space throughout your office. Instead of filing physical papers in your office, develop a strategy for scanning and saving documents to your office PCs or your cloud network.
2. Preparing Documents to Scan
When preparing documents to scan, be sure to scan quality physical documents. Tears, smudges, and smear marks will show up on your scanned documents. Be sure also to remove any staples or paper clips from your pages; those will show up on the scan as well. Arrange documents in the correct directions and spend time organizing them as you scan them, so they can be easily arranged when converted to digital files.
3. Indexing Files
Just as if you were filing papers in a cabinet, be sure to index documents according to their purpose or department. This process is often referred to as “tagging” your documents. This will allow a user to search documents by keywords, subjects, departments, and more when they need a file.
With steps like these, you are on your way to a simplified document management system in your office. To learn more, contact EDGE Business Systems today!
