Cloud Storage

Changing over to a paperless office can be beneficial for both your business and your clients. Attempting to keep hard copies of business records reduces your ability to keep company and customer data controlled and secured – not to mention the looming threat of those files being lost or destroyed. By having an electronic system that can provide secure storage as well as improve operational efficiency through saving time and space, you can create a positive impact on your bottom line. Record management success is achieved by using an indexed filing system that knows exactly how to organize electronic files efficiently. Here are 4 reasons why an indexed filing system is key to keeping your electronic files organized.

Instant Retrieval

Indexed filing systems utilize metadata properties to categorize or classify the documents you store inside. These metadata index values allow documents to be filed automatically and retrieved rapidly. Metadata is often classified as a resource discovery tool. This means it allows resources to be found by searching on related criteria (for example, all documents that have to do with specific Employee or Customer). You can even cross-reference multiple index fields to bring back a more specific result (for example, all I-9 forms for all Active employees).

Better Organization

Indexed filing systems let you stop worrying about how to organize electronic files because your documents are filed in the correct location every time. Since your documents are automatically filed according to their metadata properties, less time is spent worrying about naming conventions and the correct folder to save things in. Trying to locate a document now becomes very quick and easy. It is common to be able to pull up the document(s) you need in about 3 seconds with an indexed system – without ever leaving your desk.

Controlled Access

Now that your documents are indexed, the question changes from, “how to organize electronic files?” to “how to control access to those files?” Indexed filing systems give you the ability to be very granular when controlling access to documents stored inside. Administrators can assign access according to specific index values. For example, you can create a Group for all of your Regional Sales Managers and give them access to just the Performance Review and Time & Attendance sections of employee files – just for Active staff in their Region.

Robust Reporting

Indexed filing systems also allow you to run reports based on various index values. Some systems will even let you create custom reports from your existing business rules. For example, HR departments commonly like to run internal Audit Reports to ensure all employee folders are complete and up-to-date. On a weekly basis, HR can automatically receive an email with an report detailing exactly which employees are missing which required documents from their folders and which employees have training or certification coming up for renewal in the next 30 / 60 / 90 days.  

Keeping track of files can be painful because drawers quickly become disorganized and papers can easily be misfiled or lost. Fortunately, businesses can now go paperless fast by automating the process and getting massive amounts of paper scanned, indexed and stored in a safe and secure electronic system. Increased productivity and more control of time and space are just some of the benefits to your business.

Stop worrying about how to organize electronic files! To make filing and retrieving your documents as quick and simple as possible, please contact us at DynaFile today for more information. Our indexed filing system has been helping companies go paperless and manage their files more efficiently for over 15 years. Contact us for a free demo!

Let’s start with a simple question:
When you have to look-up a file, how long does it take you to track it down? Two minutes? Three minutes? Even more?

If you were a real speed demon and managed to find the file you’re looking for in one minute every time, and had to track-down 15 files in a day, you’d be spending two and a half full, 24-hour days a year just tracking-down files. For every additional minute it takes you, that’s another 2.5 days per year. Certainly there are better things you could be spending your time on.

Keeping Files Organized Is Tough

One way to reduce the time it takes to locate a file is through meticulous organization. By having a particular location in place for any file you need to save, you’ll know right where to find it when you need to pull it back up again, reducing the time it takes to complete everyday tasks. 

But frankly, most of us fall victim to the temptation of just saving it quickly and forgetting about it. And when we’re talking about an entire team of staff sharing the same filing cabinet, things get misplaced extremely quickly. Most of us figure we’ll either remember where we saved it next time or be able to find it quickly even if we have to do some searching. Expanded across an entire department, this is when the simple task of retrieving a file turns into a arduous chore. 

Introducing Electronic Filing

To make filing and retrieving documents easier, many companies are moving towards an electronic filing process. In an electronic filing system, documents are stored by indexing. An indexed filing system will categorize your documents by various identifiers. These would be different for each department, but might include things like the Document Type and the Employee or Client that the document refers to. 

Indexing Allows For Auto-Filing…

When one of your team members wants to add a new document to an electronic filing system, instead of naming the file and finding the correct folder to save it in, they will be prompted to index the document. Your staff will enter the required indexing information (for example, the Document Type and Client that the document is about). The system will then use that indexing information to automatically file the document in the correct location. 

…And Instant Retrieval

When you need to retrieve a document from an electronic filing system, indexing makes it a quick and easy process. Instead of clicking down through a million folders to find the document you’re looking for, a simple index search brings back your documents instantly. You can search on any indexing property to bring back exactly the information you’re looking for. For example, select Invoice as the Document Type and John Doe as your Client to bring back all Invoices for John Doe. It’s that easy!

Take Your Office Paperless

An electronic filing system with document indexing can save your office a ton of time and money. So many business processes today rely on your staff’s ability to have quick, secure access to the files they need, when they need them. DynaFile’s electronic filing system provides flexible document indexing features and scan-to-cloud tools that make going paperless easier than ever. Our filing solutions have been helping companies operate more efficiently for over 15 years. Contact us today for a free demo!

If your employees don’t have the convenience of on demand document retrieval, your business could be suffering. Filing and retrieving paper documents can take up a lot of time. Going paperless with a cloud filing system can help your company significantly enhance productivity and reduce operating costs. Better yet, cloud systems allow staff from different departments or various offices around the country to access the same database for easy collaboration. Let’s take a look at some of the benefits of moving to a cloud filing system.

Go Paperless

Paper documents are hard to keep organized and take up valuable office space. Moving to a cloud filing system lets your business processes go paperless. Now your employees can pull up the documents they need with a quick search rather than shuffling through endless filing cabinets. Electronic documents can also be backed up to multiple locations so you can always be assured of the security and safety of your files.

It’s Easy To Kick The Paper Habit

Scan-to-cloud solutions like DynaFile make it easy to convert your paper documents to digital format. Advanced scanning tools help automate the transition to paperless. Documents can be scanned and organized in batches. You can even convert entire folders at a time, letting you take an entire department paperless quickly and easily. From there, access and manage all of your files from one central cloud filing system.

Moving To The Cloud Saves Time & Money

Reams of paper, printer toner, copier maintenance, and other miscellaneous paper-related costs can add up quickly even at a smaller business. You also can’t forget about labor costs associated with printing, filing and retrieving documents. These tasks must be done completely manually and can take up a much larger portion of an employee’s time than you may realize. A cloud filing system can nearly eliminate these costs and greatly reduces the time required for filing and retrieving documentation. For example, take a look at how much HR can save by going paperless.

Simple, Secure File Sharing

Many times you may need to share a document with someone in a another department, a different office or even from outside of your company. A cloud filing system allows staff to access the information they need from anywhere, at any time. Easy to set up security controls can be used to ensure employees are only allowed to access the files that they have authorization to see. In this way, you can share specific documents with anyone you need to, without them every actually leaving your virtual filing cabinet.

Learn More

Contact us today for free demo to see how DynaFile’s cloud filing system can help your company improve productivity and cut costs. Our scanning automation tools make the transition to paperless easy. From there, access and manage your files easier from one central cloud system.