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Institute An E-Doc Management System

E-Doc management has become a viable and essential solution to today's business managers.  With technological developments making cloud computing and android usage more and more popular, your staff can work on the go. 

Many businesses are looking for money-saving strategies during these tough economic times.  Technological advancements have presented some opportunities such as mobile and cloud computing.  Typically, businesses already use laptops and PCs in their day-to-day business and many also use smart phones and tablets.  Since they have already invested in the hardware the additional investment required is for training and software solutions.  So the stage is set for administrators and managers to provide a structure for an e-document management system. 

Focus on keeping the system simple and logical.  If your current paper system is working then imitate its structure and procedures.  This approach will save time and frustration.  If you are considering cloud computing, determine how much space you need for your records and research your options.  It may be more convenient to use free services similar to Google drive; however, you may have better security and more features if you look into purchasing some server space to store your e-documents. 

If you choose to revamp your system in order to improve efficiency and productivity, make a plan that is easy to implement and end-user friendly.  While developing your structure or plan, check with your staff and get their input.  Take a look at the different filing schemas: alpha, chronological, numerical and geographical.  Which system best fits your business?  If you deal in real estate, using location could be a good plan.  Insurance businesses may manage their filing by alpha or numeric systems.  Whatever is most logical for your establishment is the best option.  If you use industry-specific or controlled vocabulary, acronyms or abbreviations, be sure to provide an index or list to your staff to help them when they are creating or filing e-documents.  Help your employees visualize the process by providing a flowchart of the structure you have established. 

You should settle upon a security protocol when setting up your system.  One way to control access or police permissions to certain files or folders is to “password protect” them.  Many software programs have built-in security controls which allow you to set different permission levels for each employee.  You can also purchase business security software that has built-in features that can protect against data theft and can erase records from your android, laptop or PC if it is lost or stolen.  Such features will aid you in following applicable state laws and industry regulations while protecting your clients’ information. 

Institute a routine for making daily backups of your data.  Keep a copy of these daily backups in a secure location off-site.  Designate a staff member as responsible for this duty along with overseeing periodic reviews of your e-doc files.  Determine how you want to handle out-of-date files—whether to delete or file away in appropriate archival folders.  The periodic reviews will insure that e-docs are filed correctly and identify areas for future staff training.

A one-size-fits-all solution does not exist because each company is unique.  To find the best solutions for your establishment you should conduct a thorough analysis of your operations and define your needs and how best to meet them.  Including your staff in the development of a more efficient system will make the implementation of your new system easier and should boost everyone’s morale. 

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