Document tracking, in essence, is the most effective organization tactic that an office can implement in order to crate the most efficient office environment. Managing your files effectively can help any office determine what level of system will be needed to maintain order and efficiency within the office. Let’s face it, in most offices, clients and customers, however memorable by face, are categorized into a file – holding all the pertinent information and paper trails for that customers existence. Without an accurate way of knowing where each physical file is at any given time, can lead to a wealth of potentially expensive problems.
Avoiding Problems with Effective Document Tracking
Some may think that the worst thing that can happen without an effective document tracking system is that you won’t be able to find a file when you need it. However, it could potentially be much more detrimental in certain cases. For example, many offices, especially in the finance and legal fields, host personal information in these files such as social security numbers, bank statements and in some cases, copies of identification records – all aspects covered under the Privacy Act. Losing a file of this nature, if found in the wrong hands, can result in a hefty lawsuit for the company due to neglegence. In these fields, amongst others, this can mean a costly fix, as well as a damaged reputation, which no company should have to endure. The answer is simple – an effective document tracking system can allow any staff member to locate and retrieve a file within seconds – eliminating this risk completely!
How Does Document Tracking Work?
With the FILETACTICS document tracking software, we deliver state of the art technology to your office that will allow you to easily copy and track your files from their paper form onto a centralized database. We provide virtual tours of the transition and process that will train your office staff on how to work the system, as well as how to manage the physical files effectively. We have multiple options to help you organize and track your files including our color coded file tracking software – great for medical offices. Let us help you determine which document tracking software best suits the needs of your office or facility.
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ERM, better known as electronic records management has been helping companies stay afloat and in compliance with state, federal and industry guidelines and requirements. There are certain industries, such as insurance and banking industries, are more likely to benefit from such a powerful records management system. However, any industry who handles a consistent amount of paper files. Take a look at this short video clip which explains in more detail how ERM and records management software can help you organize and maintain a more efficient office.
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Are you looking for an effective way to manage your paper files and documents but don’t quite know too much about document management software? Well then – you’ve surely come to the right place! Understanding document management software is actually not as complicated as it may seem. First and foremost, a document tracking software can literally make your life at the office easier on so many different levels. For starters, it looks much more professional since it enables you to create labels and bar codes to place on your files, rather than disorganized looking labels made with Sharpie markers! Document management software provides an online version of every file within your office as well as the notes which each user can log in the system, telling other users where they can find a file and also what has already been done on a file with initials of the user who changed it!
In order to effectively utilize document management software, you must first understand what it actually is and how you can benefit from it. Do you find that your office staff is constantly spending time searching for files? Are your files themselves, organized in a structured order or do you have to spend more time searching through the loose pages in order to find the one document or piece of information that you are searching for? If so, you are not alone. In fact, during the course of any active business that handles paper files consistently – it is almost guaranteed that the office will go through several different file tracking systems before reaching the one that is capable of growing with the business. Effective document management software is able to host thousands of files and file labels simultaneously as well as their pertinent information. Document management software also gives you the ability the regain control over time management and production.
When it comes to effectively utilizing your document management software – it becomes a matter of what is logical and what isn’t. As anyone in the file tracking system industry can tell you – you could have the best document management software in the world, but if you do not know how to optimize it – you will probably not see much results. Here’s a brief video to give you some pointers in how to optimize your document management software.
Ready to optimize your records management software? Allow FILETACTICS the honor to help you install, implement and customize your records management software to suit your individual needs!
Let’s face it, not every office is structured the same way and neither is their files which is why having a customizable file tracking system is vital in any office that is expected to run efficiently. FILETACTICS has created a well balanced array of file tracking system and software services which can help your office manage documents more effectively, in turn, increasing production. Whether you are in the medical, legal, banking, finance or court system industry – there are plenty of benefits you can take advantage of with the FILETACTICS services.