Switching to a digital filing system can save time, money, and keep your business competitive. 

A digital filing system helps keep your company organized and on track. Discover some of the top benefits of making the switch from paper to digital filing.

Improved security and compliance

If your company is still using traditional filing methods, it might be time to consider making the switch to a digital filing system. One of the biggest advantages of utilizing a digital filing system is the ability to index files with ease. Each document and file you upload to the system can be registered and categorized based on specific properties (definable by your business). For example, banking institutions might categorize specific documents needed for a loan or insurance (W-2s, Applications, Tax Returns, etc.), and need to mark those documents for followup or with an expiration date. A digital filing system allows you to tag each file with notes, reminders, and assign tasks based on department or job title to perform necessary future tasks.

Digital filing systems include compliance and security protocols that limit access to sensitive information (defined by your system manager) and incorporate a history log, tracing each action performed with each document. These features ensure that users are only accessing the information critical to performing their tasks, and all changes made are accounted for.

Instant file retrieval

As all files uploaded to a digital filing system are indexed, your team is able to retrieve files immediately.

If a team member needs to access all files pertaining to a specific customer or client, there’s no need to go looking through multiple filing cabinets and storage boxes. File access is as simple as a quick search. In addition to instant file retrieval, digital filing systems allow for advanced searches and cross-referenced searches. This is extremely useful and powerful to create on the fly requested reports and audits.

Disaster resistance

If a natural disaster occurs, what would happen to your files? If your file storage system is paper-based, the loss of critical files can put your internal documentation and customers’ information and accounts at risk. Digital filing systems keep your files safe offer multiple solutions for file storage– on location or cloud-based and off-site, yet easily accessed. FileX by Digital Filing Solutions keeps your files stored securely, so you can access them from any device, at any time.  Each day, your files are backed up and stored on a secured server either on-site or remotely, giving you peace of mind.

Eliminate paper, save money

When you take the initiative to switch to a digital filing system, you’re doing your business, and the planet a favor. By significantly cutting down the need to copy files and store paper, consumption is decreased, resulting in a greener footprint and lower costs for the company. With the digital filing, there is less of a need for multiple filing cabinets, express-mailing sensitive documents, and constant paper and ink orders.

Switching to a digital filing system could be a game-changer for your business, cutting costs, increasing productivity, and offering scalability. Learn more about taking your business paperless by scheduling a demo with Digital Filing Solutions today. We’re passionate about helping companies in the finance, education, and healthcare industries take their business to the next level and integrate them into the digital age.

According to a study conducted just a year ago, for many white-collar workers, having more flexibility in the workplace is easier said than done.

Well, flexibility and task efficiency go hand in hand. Here are five things to look for in workflow automation software solutions that increase productivity.

Sends Alert Messages About Mishaps

Staff can become distracted when they have many projects to complete on a daily basis. To help them organize, find a workflow solutions that sends alerts when missed steps or negligence happens.

Otherwise, even the smallest, seemingly insignificant omitted steps or mismanaged instances could take weeks or longer to undo any damage.

In that scenario, the blame game starts. A proficient workflow automation can help you find where the mishap occurred within a process and who was responsible for it.

Identifies Steps and Team Member Roles

A good document management solution shows clarity in steps and roles. Each team member’s role should be clearly defined so they understand what is expected of them individually.

This is important, especially since geographically dispersed team members might collaborate on a project.

From remote workers to brick-and-mortar employees, the workflow management software should accommodate workers in different locations.

So, wherever they are, accountability passes to all who contribute directly and indirectly to a project or workflow process.

Leaves Little Room for Error in the Workflow

The best digital document management solutions have the ability to add steps and define each step in the workflow. The original data for a workflow process typically comes from pre-written guidelines, user manuals and other sources, such as on-the-job data.

You should have the ability to input information into the workflow management software. Workflow solutions help businesses analyze the details of current processes.

It eliminates repetitive, unneeded tasks. The reduction enables businesses to improve their product and service quality and expedite steps in production. It’s a recipe for speeding past the competition.

Sends Notifications to Keep Processes Moving

After understanding a specific task, it’s vital to know when to execute it so that production runs more smoothly.

After each completed step, the workflow management software should notify the next person of their role and task. Successful workflow solutions include tools to notify team members so that they can complete their tasks in a timely manner.

Streamlines Paperwork to Save Time

Powerful electronic filing solutions help you streamline the order fulfillment process. Orders need processing from the time a customer places their order until it leaves the warehouse and makes its way to the customer.

That’s a lot of paperwork. Replace it with automated workflow solutions. A workflow management system enhances rather than hinders.

There’s a disconnect between what workers need to be more productive and what they are allowed to do to reach optimum productivity. Flexibility is missing.

Current business processes are outdated and take too many manual steps to complete or are vague in general. Workflow management software works to solve this problem.

Whether you are a small, medium or large business —all benefit from workflow management solutions. Digital Filing Solutions is your competitive edge.

Get everyone on board to accept the workflow automation software. For customization of quantifiable workflow solutions contact us today to receive your free quote!

Managing documents is challenging. That’s because businesses receive a lot of data in many different ways. Information comes in the form of emails, paper documents by way of postal mail, and digital data online via the cloud. What’s more, receiving data is nonstop. Businesses handle documents throughout the business day. Busy executives and office staff make the best business decisions when they use a customized document solution. Here are five things to look for when considering document management software.

• Find Documents Fast

It’s vital to be able to find the document you need when you need it. Good document management solutions have reliable search-and-find capabilities. With optical character recognition (OCR), you can search across the document repository, within a folder or particular document. You’ll be able to find or text, annotations, names, creation dates and more.

Document management solutions also have settings for custom searches and repeat searches where you can save your preferred search settings. With the right document management software, it’s very easy to run a specific type of routine search again. Robust document management solutions contain all of these great features.

• Secure Document Access

Privacy and permissions to access, read, print, or modify documents are important. Any document management software you consider should have the ability to set permissions. Compare this to paper documents which are difficult to control who can access them. In addition, if they’re lost after retrieval, they can get into the wrong hands. This is where a powerful document management solution outperforms paper systems. You control who sees your business’s documents when they’re digitized.

• Share and Collaborate

A comprehensive, all-encompassing document management solution has sharing capabilities that go several steps above average. For example, look for document solutions that enable your staff and clients to collaborate. Clients can review and sign off on documents for approval. Version tracking and comparisons streamline business processes and boost efficiency.

• Easy Document Importing

First-rate document management solutions enable users to import documents in a variety of ways. Download from Google Drive or another cloud-based service. Use a Windows drive to scan or drag and drop, and then immediately direct the file to a folder and name the document.

• Automated Workflows

Streamline business processes by choosing document solutions that allow you to automate workflows. Instead of manual scanning and sorting, you can set up automation to convert the document immediately as it’s scanned into the system. Workflows such as these are rule-based. Program the software to automate steps to route documents and make them searchable. For example, set workflow automation for handling tasks, E-forms, word processing documents, and scanned documents. Document solutions that involve automated workflows help staff increase their productivity. They’ll have more time to handle day-to-day tasks such as order fulfillment and invoice processing.

There are so many benefits to choosing the best document management software that works for your business. Digital Filing Solutions has all the components you need to make better business decisions. We’re here for you. Contact us today and find out how our document solutions can benefit your business now.