| Every business, no matter what size, has a need to | | | | Now, every single file, anywhere within your entire |
| keep meticulous records. Many companies have one | | | | company, will be labeled using the exact same system |
| or more administrative employees whose chief | | | | with file names and keywords. Wasted time is |
| function is to manage company records - often, in an | | | | eliminated as employees locate needed information |
| archaic and unwieldy system. Indexing, however, is the | | | | more quickly. And no more duplication of files! From |
| contemporary method for efficient document | | | | the day you implement this brilliant, time saving system, |
| management. | | | | every document relating to any project you have will |
| The top of every company's priority list is something | | | | be placed in the same location for easy retrieval. |
| ironically called "the bottom line." In other words, getting | | | | It's common knowledge that every document that |
| the most productivity from their staff and other | | | | comes into your office has to be managed in one of |
| resources without blowing the budget. Thousands of | | | | three ways. It can be dealt with immediately and then |
| hours are literally eaten up with filing and then trying to | | | | filed. It can be placed in someone's inbox for future |
| locate specific information at a later date because the | | | | action. Or it can be tossed in file 13. The joy of indexing |
| system used for document management is so | | | | is that your filing cabinet now becomes your action file |
| inefficient or outdated. | | | | as well. You can create a file just for items that need |
| One of the chief reasons companies still suffer with | | | | action and place them there without forgetting where |
| inefficient filing systems is that every employee is | | | | you put them, or failing to take action because you |
| different. People have their own thoughts about what | | | | "forgot" about them. Then when you're finished, you |
| filing should be, and their own way of managing their | | | | can move the file to an archive location or a more |
| files. So you have a variety of different methods all | | | | permanent file and leave an uncluttered desk ready |
| intertwined within one company. Some statistics say | | | | for more important work. |
| that about 7 percent of all documents are lost or | | | | Once your projects are complete and files are no |
| misplaced and have to be reproduced. There has to | | | | longer needed on a daily or weekly basis, they can |
| be a better way to organize your filing cabinets into a | | | | easily be moved to storage elsewhere, and one click |
| uniform, logical style that is standardized throughout | | | | of the mouse will tell you where they're located now, in |
| your business, regardless of the size company you | | | | case something needs to be retrieved down the road. |
| have! | | | | All your document management is done by indexing |
| Indexing documents is the most efficient way to | | | | your files on the computer using software that anyone |
| increase productivity of everyone within your | | | | can learn to use almost immediately - even the |
| organization and improve the health of your "bottom | | | | computer-challenged managers who usually leave |
| line." Some estimates state that about 150 hours of | | | | most of the computer work to their assistants |
| employee time per year are wasted trying to locate | | | | because they're "too busy." No more worrying about |
| missing files or documents. And even more to | | | | not finding a file because someone is out sick! A |
| recreate the necessary information! At $20 an hour on | | | | document management system alleviates that |
| average - because all levels of employees are | | | | problem as well. |
| involved in this process - that can easily add up to | | | | In today's contemporary society with constant Internet |
| $3,000 per year or more, that you can save simply by | | | | usage, video conferencing and urgent meetings are |
| using a document management software to manage | | | | often called with little or no warning. Having an indexed |
| your files. | | | | document management system is ideal because you |
| So you're probably wondering, "How does an indexing | | | | can quickly and easily "lay your hands on" every |
| document management system work?" | | | | document in the office you may need for an |
| It's quite simple really. You install a simple software | | | | impromptu meeting or conference call. You'll no longer |
| solution on your computer. You allow employees the | | | | be forced to make major decisions without having all |
| access they require, according to your own policies, to | | | | the relevant information you need at hand. |
| use the software. You decide on the keywords you'll | | | | Document indexing truly is the most contemporary |
| use to file your documents and information. Company | | | | method to efficient document management for your |
| name, common subjects, or other descriptions. | | | | company. It will not only save your business time and |
| Whatever works for you. Use as many keywords as | | | | money, but it will make for much happier employees |
| you like. Each employee that has access to the | | | | who will spend so much less time handling files and |
| software can also add keywords that they relate to | | | | documents in the office. |
| each document. | | | | |