By Matt Peterson, President and CEO, eFileCabinet
When used correctly digital filing cabinets increase a company’s efficiently without compromising the security of confidential documents. Here are some tips for accomplishing this:
1. The most important thing in going paperless is to change your behavior and improve upon the way you’ve done things in the past.
o Create ONE central repository where ALL of your company’s documents/files reside.
o Require all paper documents to be scanned as soon as they come into your office or department.
o Start scanning from this day forward and don’t worry about your back files. After you have the scan forward process down, then and only then, go backwards from the most recent to the oldest of your files.
2. A scanner is an essential tool for a paperless office, but it’s very important to buy one that has:
o Optical character recognition (OCR) functionality. Otherwise, you’re creating “dead graphics” that don’t have any text search ability. With OCR, you can do Google-like searches for text within the document rather than just searching for the document name.
o Make sure it can scan at least 20 pages per minute at 300 DPI (dots per inch) resolution or higher with an automated sheet feeder.
3. Naming Flies. Like any type of clutter, files can accumulate to the point where you find yourself digging through chaos.
o Be consistent in your descriptions and naming schemes so that you can easily find files when you search for them later.
o Use specific names for your files that include not only the topic, but the media type and the date when the file was created.
o Avoid using names that are overly cryptic.
o Use a specific order in how you name your files. For instance, you can list the type of document first, the client it is intended for as second, the date as third, and the date the file was created last. Developing a formula makes it easy to quickly pull up files when needed.
e Your firewall. On top of using complex passwords and a secure network get a firewall, a software or hardware-based network system that analyzes data packets from incoming and outgoing traffic. It then decides whether data should be allowed through or not. It’s essential to keeping your information from getting intercepted by the public.
Ba Back up files regularly. Files are not entirely safe if they are only on a hard drive. Backup all necessary files on the cloud, and it’s best to do it immediately so you don’t forget which data is critical.
About the Author:
Matt Peterson is the CEO of Lehi, Utah based eFileCabinet, Inc. Founded in 2001, eFileCabinet, Inc. began as a cutting-edge tool to digitally store records in accounting firms. As it grew in popularity, eFileCabinet developed into a full-fledged electronic document management solution designed to help organizations capture, manage and protect their data. While the accounting industry was the company’s main focus at formation, it has since expanded to include numerous vertical markets. eFileCabinet, Inc. distributes its solutions both direct and through a worldwide network of Value-Added-Resellers and strategic partners that customize solutions to meet their client’s specific needs. www.efilecabinet.com