Electronic Filing

Do you often find yourself spending too much time trying to locate a document you need to access or having to help your co-workers find a specific file? If yes, it is time to learn how to organize electronic files.

A good system to organize your electronic files will help your team save valuable time on redundant admin tasks so focus can be put on more important things. Saving and keeping track of business-critical documents becomes quick and easy. The right system can also significant improve security for your files and lower your risks of sensitive documents getting into the wrong hands.

Here are some tips on how to organize electronic files:

• Come up with a list of categories and sub-categories for your documents and folders. A lot of times this can be created closely from your current paper filing structure, so keep your “tabs” and “sub-folders” in mind. 
• Establish some conventions to name files, number invoices or accounts and date documents.
• Make sure everyone who needs to access files or create new ones is aware of the conventions and follows them.
• Decide who has access to what. If your files include some sensitive data, your best option is to incorporate clearance levels into your system.
• Go over your files regularly. Archive or delete old files and make sure everything is classified and named according to the conventions you established. It is best to set some time aside on your schedule to make sure you do this regularly.
• If there are paper files, consider scanning them in to consolidate your files while limiting access to maintain compliance. 
• Find a safe and efficient back up solution for your important files. Use an automated solution if you can easily identify which files need to be backed up.

Creating the perfect system for your electronic files might take a while. You will have to decide which structure makes the more sense for the type of files you work with and for the unique needs of your office and co-workers. Luckily, there is a shortcut!

DynaFile is a document management system that has been showing companies how to organize electronic files for over 17 years. Our unique scan-to-cloud filing system gives companies a shortcut to paperless files. Automate the conversion of paper files and then manage them easier from the DynaFile cloud. If you’re interested in learning more about electronic filing, contact us today!

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.