Switching to a digital filing system can save time, money and keep your business competitive. 

A digital filing system helps keep your company organized and on track. Discover some of the top benefits of making the switch from paper to digital filing.

Improved security and compliance

If your company is still using traditional filing methods, it might be time to consider making the switch to a digital filing system. One of the biggest advantages of utilizing a digital filing system is indexing files with ease. Each document and file you upload to the system can be registered and categorized based on specific properties (definable by your business). For example, banking institutions might categorize specific documents needed for a loan or insurance (W-2s, Applications, Tax Returns, etc.) and need to mark those documents for follow-up or with an expiration date. A digital filing system allows you to tag each file with notes, reminders and assign tasks based on department or job title to perform necessary future tasks.

Digital filing systems include compliance and security protocols that limit access to sensitive information (defined by your system manager) and incorporate a history log, tracing each action performed with each document. These features ensure that users are only accessing the information critical to performing their tasks, and all changes made are accounted for.

Instant file retrieval

As all files uploaded to a digital filing system are indexed, your team can retrieve files immediately.

If a team member needs to access all files about a specific customer or client, there’s no need to go looking through multiple filing cabinets and storage boxes. File access is as simple as a quick search. In addition to instant file retrieval, digital filing systems allow for advanced searches and cross-referenced searches. This is extremely useful and powerful to create on the fly requested reports and audits.

Disaster resistance

If a natural disaster occurs, what would happen to your files? If your file storage system is paper-based, the loss of critical files can put your internal documentation and customers’ information and accounts at risk. Digital filing systems that keep your files safe offer multiple solutions for file storage– on location or cloud-based and off-site, yet easily accessed. FileX by Digital Filing Solutions keeps your files stored securely so that you can access them from any device at any time.  Each day, your files are backed up and stored on a secured server either on-site or remotely, giving you peace of mind.

Eliminate paper, save money

When you take the initiative to switch to a digital filing system, you’re doing your business and the planet a favor. By significantly cutting down the need to copy files and store paper, consumption decreases, resulting in a greener footprint and lower costs for the company. There is less of a need for multiple filing cabinets, express-mailing sensitive documents, and constant paper and ink orders with digital filing.

Switching to a digital filing system could be a game-changer for your business, cutting costs, increasing productivity, and offering scalability. Learn more about taking your business paperless by scheduling a demo with Digital Filing Solutions today. We’re passionate about helping companies finance, education, and healthcare industries take their business to the next level and integrate them into the digital age.

According to a study conducted just a year ago, having more flexibility in the workplace for many white-collar workers is easier said than done.

Well, flexibility and task efficiency go hand in hand. Here are five things to look for in workflow automation software solutions that increase productivity.

Sends Alert Messages About Mishaps

Staff can become distracted when they have many projects to complete daily. To help them organize, find workflow solutions that send alerts when missed steps or negligence happens.

Otherwise, even the smallest, seemingly insignificant omitted steps or mismanaged instances could take weeks or longer to undo any damage.

In that scenario, the blame game starts. Proficient workflow automation can help you find where the mishap occurred within a process and who was responsible for it.

Identifies Steps and Team Member Roles

A good document management solution shows clarity in steps and roles. Each team member’s role should be clearly defined, so they understand what is expected of them individually.

This is important, especially since geographically dispersed team members might collaborate on a project.

From remote workers to brick-and-mortar employees, the workflow management software should accommodate workers in different locations.

So, wherever they are, accountability passes to all who contribute directly and indirectly to a project or workflow process.

Leaves Little Room for Error in the Workflow

The best digital document management solutions have the ability to add steps and define each step in the workflow. The original data for a workflow process typically comes from pre-written guidelines, user manuals, and other sources, such as on-the-job data.

You should have the ability to input information into the workflow management software. Workflow solutions help businesses analyze the details of current processes.

It eliminates repetitive unneeded tasks. The reduction enables businesses to improve their product and service quality and expedite steps in production. It’s a recipe for speeding past the competition.

Sends Notifications to Keep Processes Moving

After understanding a specific task, it’s vital to know when to execute it so that production runs more smoothly.

After each completed step, the workflow management software should notify the next person of their role and task. Successful workflow solutions include tools to notify team members to complete their tasks on time.

Streamlines Paperwork to Save Time

Powerful electronic filing solutions help you streamline the order fulfillment process. Orders need processing from when a customer places their order until it leaves the warehouse and makes its way to the customer.

That’s a lot of paperwork. Replace it with automated workflow solutions. A workflow management system enhances rather than hinders.

There’s a disconnect between what workers need to be more productive and what they can do to reach optimum productivity. Flexibility is missing.

Current business processes are outdated and take too many manual steps to complete or are vague in general. Workflow management software works to solve this problem.

Whether you are a small, medium, or large business —all benefit from workflow management solutions. Digital Filing Solutions is your competitive edge.

Get everyone on board to accept the workflow automation software. For customization of quantifiable workflow solutions, contact us today to receive your free quote!