Being armed with the right tools can turn bad habits into good – at home and work
We are all creatures of habit. Some habits are good, others are not. Routine exercise is a great habit and produces many long term benefits. That’s why there are so many tools to help people stay motivated and on target. Most people start developing their exercise habit by taking small steps and building up as they progress. The rewards are great health and tremendous energy. Let’s apply the same thought to managing your documents.
Regardless of your filing system, it is a habit. Does your habit generate random piles of documents that make locating anything a challenge? Or is your habit neat and tidy, with everything in its place and well organized? Congratulations if you are in the neat and tidy camp. Unfortunately, filing documents in a business environment is not like your personal routine. Others will have their own habits and most likely these habits will not align with yours. For example, Bob may file a client’s application under the last name, while someone else may file it under his company or account number. Still, others might just keep it on their desk for weeks. The result is everyone wastes time trying to figure out how someone else may have filed the client’s application. Sound familiar?
What’s needed are tools that are easy to use and assist everyone. These tools must simplify and standardize the filing process. By simplifying the filing processes, everyone benefits, employees get motivated and become eager to continue the process. Assuming your busines uses physical paper documents, the first tool you may want is a scanner. Paper documents are easily scanned and filed as searchable electronic files. Scanning large volumes of historic documents can be outsourced and is usually more cost effective. The second tool is an electronic document management system. The electronic document management system provides a centralized repository for all your files, a must for remote workers. Using these tools in your organization is the business equivalent of a great exercise habit. It contains the tools to make it easy for everyone to file and retrieve items quickly and consistently. Because the system serves as a central repository of your documents, it eliminates the need for everyone to make personal copies of the same information. Furthermore, stressful concerns such as enforcing information privacy and proper document retention vanish as the systems automatically applies your business rules. Even your business processes receive a boost with the document management system’s workflow capabilities. The list goes on. Most customers readily admit they should have modernized their document management habit years ago. Fortunately, it’s never too late to start.
If this sounds like something that could benefit your organization, eBizDocs wants to help you start creating a new habit. Just like exercising, it is good to start small. Taking the first simple step leads to another and before you know it, your organization turned a poor document management habit into a great companywide success.
eBizDocs helps organizations by listening to their needs and designing a, step by step, results driven scanning and document management plan that literally puts information at your fingertips.
About eBizDocs –eBizDocs is a premier digital transformation provider focused on helping you put INFORMATION AT YOUR FINGERTIPS. Offerings include paper and microfilm conversion, content capture and document management solutions, scanner sales and service, and process consultation. eBizDocs is SOC2 Type II certified and serves private and public-sector organizations. The company has been in business for over 20 years and is a preferred source contractor for NYS entities. To learn how eBizDocs can help transform your operation, visit eBizDocs.com.
Let’s start a fact finding, no obligation, conversation about your document habits.
