How to create an efficient document workflow process

You probably don’t love paper as much as we do! No matter how you keep your records and files organized, having an efficient document workflow process is critical to increasing efficiency and productivity in your office.

If this is the first time you’re developing a document workflow for your office, here are some considerations:

  • Step 1: Perform a records audit – First perform an audit of all your document and record types.
  • Step 2: Analyse the gap – Determine where inefficiencies are and brainstorm a list of requirements for addressing them.
  • Step 3: Choose your document management system – Think beyond folders on a file server and choose a comprehensive document management software to help you organize and access your documents.
  • Step 4: Digitally scan your documents – Get your backlog of physical documents professionally scanned and imported into your new systems with all the correct file naming conventions and digital metadata.
  • Step 5: Train staff – Provide hands-on training for any staff that need to access the files.
  • Step 6: Create a document scanning schedule – Talk to your professional document scanning company to create a schedule for regular scanning of your paper documents and invoices.

To help you choose a file management software (see step 3 above), here are a couple of our suggestions:

FileHold: Document Management Software

FileHold is a Canadian product that creates a document management system to help your business store, share, and retrieves digitized documents from the internet or your internal network. Scanned documents can be tagged for easy searching. What we love most is that it’s easy-to-use so most businesses that switch to FileHold can get their staff on-boarded and comfortable with the software quickly.

The Bloodhound: Document Management Software

The Bloodhound is a user-friendly document storage and retrieval system that we work with quite a bit. It was designed as a free, entry-level, service bureau based DMS product by Micro Com Systems. You can search for documents by up to 6 known fields (like customer names, numbers, products…etc.) and view your selected document in the software itself. It’s also easy to use and offers free-type data fields and dropdown menus.

Micro Com Systems Document Scanning Company in Vancouver

Micro Com Systems has your back for all your professional document scanning needs so you can maintain an up-to-date, searchable, and easy to use digital document management system to increase efficiencies in your business. Talk to us today to get your free document scan sample, or for our recommendations on the best document management software for your business needs.