How File Management Software Automates Your Filing Process
How File Management Software Automates Your Filing Process
Instead of you having to do the filing, our software does it for you. We describe how it works below.
Rule-Based Auto-Filing
Automate where a document is filed by setting up rules once and then have the system automatically file every document, such as invoices from suppliers in a folder for invoices from that supplier or files tagged with HR in a folder for HR documents. All documents downloaded from the web are automatically added to the appropriate folder and no longer left in the downloads folder.
Automatic File Naming Templates
The bulk of inconsistent file naming is done by people typing out file names by hand (as shown to the right). Naming templates ensure consistent file naming – dates first, followed by the name of the client the document was for, followed by the type of document it is. Inconsistent file naming is the bane of people’s lives when trying to organise digital records. Official guidance on the subject exists in abundance because, when it comes down to it, consistent organisation of digital files is what allows them to be found after long periods of time.
OCR and Auto-Tagging
Optical character recognition (OCR) automatically tags the text found within paper documents scanned into the system, allowing staff to search for specific documents by supplier name, amount, or other criteria. Although paper documents still arrive at your organisation’s door, filing them away used to involve lengthy keyword searching of downloaded files. With auto-tagging file management software, all of this is now a thing of the past – scanned paper is search-able within minutes.
Automated Routing and Alerts
Filing is not just storage. Files also need to be distributed to the correct person. New contracts can automatically alert the relevant people for approval and then move to their assigned tasks. In these cases, where personal information is involved, it is especially important that the documents are distributed quickly and securely and not left to drift between inboxes.
Scheduled Housekeeping
These actions can be set up as a scheduled ‘Housekeeping’ action to archive old files to cheaper storage or even to flag old files for review as their retention date approaches. Six-year-old tax returns get moved out of the active storage area for you.
After you set up the rules, your filing is all taken care of and frees up your time for more important things.
