A collaborative E-Filing Solution is critical in any business of any size. You are probably thinking one of three things right now. Maybe you are saying, what is digital filling? Or maybe the thought is, our digital filling system is a nightmare to navigate! Or perhaps you’re wondering why you need a digital filling solution in your business to begin with. In this blog, I am going to share:
- What it means to take your files digital;
- Why every business needs an electronic filling solution; and
- Tips to streamline and organize your e-filing system
Before computers, businesses kept hard copies of all their documents in filing cabinets filled with manila folders, labels, and the sweet smell of old drawer as an added bonus. Depending on your business, you may still be required to keep hard files of specific documents.
But then there was a shift, and email made it much easier to send and receive important documents electronically, and for a lot of businesses, really important files started being saved in someone’s inbox.
Now, with the advancement of cloud-based storage, it is undoubtedly necessary to take your files digital.
Cloud-based storage solutions like DropBox, SugarSync, Google Drive, or Egnyte (to name a few) have revolutionized the way businesses are able to share documents. With apps like these, we can now collaborate from multiple devices, including our smart phones, not too shabby! There are some immediate benefits of cloud-based storage that I personally love:
- I can access my files from anywhere without digging through emails for hours looking for an attachment someone sent me months ago.
- My team can stay up-to-date with important projects that we collaborate on, without waiting on manual email updates. The cloud-based solution we use sends us reports based on preferences we configure!
- If something happens to my computer, I can rest assured that I can pick up exactly where I left off once it is fixed or replaced!
With multiple people sharing a cloud-based environment for files, there is a likelihood of some disorganization, especially if your e-filing happened sort of haphazardly! Here are some tips I use for keeping our online files easily accessible:
- A document control policy was created to manage any new files that my team needs reviewed. Upon approval, I move the documents into their appropriate space.
- Working documents live in our own respective private folders, and when they are ready to be viewed by the team, they are moved into the review folder.
- Original copies of documents are saved and can only be edited by an admin of the account.
- Different users require different access to files, and we use those features to the fullest extent!
- Naming conventions are important! We are sure to name our files in a way that is not confusing to any team member coming on board.