Andrew Roberts

The standard file search on any computer system works in this way: the computer looks at every file in a location and sends matching file names to the user. This system works well if the search user knows the name of the file, but what if you named your file with a typo or don’t remember what you called it? It can be a real challenge to find documents that you saved months or even years ago with this scenario. Enter the index search.

Indexed filing systems keep documents stored by categorizing or “indexing” them. You can then search for files using those index values instead of simply by the file name. With this database of metadata index information, , much you can manage files with much more precision and stop worrying about not being able to find documents down the line.

The indexes used in any file system should be tailored to the area of business that is using it. For example, a Human Resources department might use the following indexes to categorize employee files that are being stored in the system:

• Employee Status (Active, Terminated, Applicant)
• Employee Name / ID
• Office Location
• Department
• Sub-Folder or Tab Section (Personnel, Payroll, Benefits, Performance)
• Type of Document (W-4, Application, Policy Acknowledgement)

By using indexes to categorize and automatically store your files in the correct location, managing files becomes a lot easier. Want to pull up John Doe’s employee folder? Simply start typing their name or ID into the Name field and they system will auto-complete and pull up their folder for you. That’s easy, though! 

Indexes start to become really powerful when you want to pull up documents across the entire database. For example, with just a couple of clicks, you can pull up: All 2016 Performance Reviews for just Active employees in the Sales department that are working out of the NYC office. In a similar way, you can run a report to show you: All Active employees missing an I-9, Policy Acknowledgement or other required documents from their folder and have it displayed by Office Location, Department, etc.

The beauty of all of this is that you do not have to manual name each file and find the correct folder to save it in. You also do not have to manually find the folder and file you’re looking for when it’s time to retrieve it – just a couple of clicks from the search box and you have exactly what you were looking for!

An indexed filing system allows complex organizations to easily find files with more relevant information than just the often arbitrary file name. Couple this powerful index search with scanning automation and secure cloud document management to achieve a significant increase in efficiency across the entire office. DynaFile offers a streamlined transition to a paperless, indexed, cloud filing system. With unique scanning automation tools to convert existing files fast and robust indexed filing, DynaFile has become a popular choice for many areas of business, including HR departments. Contact us for a demo to see how easy it is to keep your documents securely accessible from anywhere at any time.

There’s no shortage of articles discussing the hottest job skills and latest trends in employment. Some of the qualities and skills that employers look for stay fairly consistent over time; others change or emerge in response to technological developments, economic shifts, and other demands.

One thing that doesn’t seem to change, though, is the need for a practical way to manage all of the files for candidate hires. Running a successful staffing agency demands consistent efficiency and organization. When a team member needs to find a particular document for a particular candidate, it should be available to them instantly.

How can a high-quality document retrieval system help?

Consider the advantages of a cloud-based electronic filing system that maintains all of your records in a secure and well-organized way:

• You’ll be able to search for documents based on parameters like the candidates name, ID, the type of documents you’re looking for, the job title they are applying for, when the document was added to the system, etc
• You won’t have to worry about documents getting misplaced because the system automatically files them in the correct location for you
• If the businesses you’re helping staff (or the staff themselves) request a copy of documents in their folder, you can get them a copy securely online
• Performing updates on files will be easy, and you’ll keep the information on each employee accurate and current
• Getting new employees started on their jobs will prove simple and straightforward, as you can get all onboarding paperwork completed online

Does this sound like something that your organization could use? Please contact us today to save time and money around staffing and onboarding new hires. 

The emerging digital world is transforming all aspects of society and business; the cloud being the biggest change agent to date. With cloud and mobile computing technologies, paperwork in its traditional form is being reduced and eliminated more and more. In this regard, here are 3 reasons why electronic filing systems are the future of paperwork.

#1. Saves time and money:

The world’s population continues to grow, as does: bureaucracies, regulations, laws, and the paperwork that accompanies these processes. In addition, advancing online technologies are connecting a global economy, which means remote connections and interactions must be facilitated. Snail mail, paperwork, and traditional faxing has all become cumbersome to facilitate the demands these changes are bringing.

Electronic filing systems eliminate the need for paperwork and snail mail, which, ultimately, saves time and money for businesses and organizations. Saving important documents in the cloud, with an advanced electronic filing system, expands the possibilities for enterprises and streamlines their operations.

#2. Environmentally Sound:

The 1.6 trillion pieces of paper that American businesses used in 2016 isn’t helping our environment. Electronic filing systems are the answer to reducing and eliminating the use of paper for business processes. Not only will enterprises be able to market their services as environmentally sound, but they’ll also be able to save money on paper, ink, printers, etc.

#3. Sharing and Collaborating with a Digital World:

Integrating an electronic filing system and going as paperless as possible is a great way to expand unified communications. Advanced electronic filing systems are powered by secure cloud services that offer enterprises multiple methods of sharing and collaborating within and outside of their workforce.

Worldwide collaboration with remote workforce members, clients, and partners, is an important aspect of future communication trends. Organizations that have their important documents already scanned to the cloud will streamline sharing and collaboration with a growing digital world. Electronic signatures and mobile accessibility will streamline processes in real-time, expanding capabilities for further growth.

Summary

Electronic filing systems play an integral part in the paperless transformation and you can see why these advanced systems are the future of paperwork. Organizations will save time and money while expanding their UC capabilities and saving the environment. These benefits should have organizations asking: “How much paperwork can we realistically eliminate?” If interested in learning more please contact us today.