A Beginner's Guide to Document Management for Small Business – The Motley Fool
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by Rose Wheeler | Updated Aug. 5, 2022 – First published on May 18, 2022
Image source: Getty Images
Taking your business documents online with a document management tool is a crucial step that will declutter your office and keep your files secure.
Business documents pile up, and the opportunity for lost files or a lack of accountability in tracking is a threat in a paper-run world. However, setting up a paperless system takes planning and implementation.
Business document management lets you use a cloud-based system to store, edit, manage, send, and track electronic documents, from invoices to contracts to HR records. Business document management is the digital answer to paper storage.
By following best practices to manage documents, you can set your business up for streamlined success. Like anything new, you must take stock of what you have, make a list for what you need, and schedule time to learn so you can make the transition seamless.
Step one involves putting your plan onto paper. Before you can jump into action, you need a full outline.
After you know what you need and want, your next move is to pick the file organizer system. You must consider features, integrations, and capabilities before choosing a winner.
After you’ve done the prep work, it’s time to set things up in the office, from file transfers to how the system syncs with your current tools.
After your system is set up, it’s time to upload, store, and share files. It’s important to keep things organized. The same care and order you used to transfer files should also carry over to ongoing storage.
Ignoring maintenance and upkeep will lead to an unorganized mess. You’ll need regularly scheduled upkeep to make sure things are staying streamlined.
For document management, you need the right online filing system for your business. Considering things such as cost, capabilities, scalability, and more, here are three top choices you’ll want to explore.
eFileCabinet is built for efficiency and centralizing document management. It’s easy to set up and install, and just as easy to navigate.
You can migrate files, archive as needed, and search from a streamlined interface. Administrators can audit file histories and track edits using custom links.
Save time and desktop space by uploading simply with Sidekick. Image source: Author
eFileCabinet also uses an open source document management API (application programming interface), so any software can connect to it. You can drag and drop files off your desktop into an uploader without having to dive into eFileCabinet via a browser using its Sidekick application.
Box is an efficient and easily integratabtle solution. Beyond the basics of uploading, sharing, and editing documents, you can expand your capabilities by setting up workflows, tracking document history, creating multiple user permissions, making custom outbound links, and more.
Its interface is easy to use, as the toolbars are intuitive and straightforward. Uploaded documents have full navigation bars that can be accessed on a file-by-file basis or for entire folders at once. Directly send items or share clickable links with others that carry a range of permissions, from viewing to editing.
Sharing documents is made simple with Box’s easy-to-use interface. Image source: Author
It’s an affordable option, too, with a free plan for personal use, and its cheapest paid option being only $5/month per user, with at least three users.
DocSend places a high value on ease of use, as it syncs right into your existing software structure. By integrating with the systems you’re already using, the learning curve is super minimal.
Customized permissions, per share, help keep your data protected. Image source: Author
Plus, it lets you customize permissions that can be toggled on and off. You can set up email verification and even visibility expirations, protecting sensitive information. It starts at $10/month per user.
Taking your business into the security of the digital age is as simple as setting up document management software. You can easily transition your physical files into a searchable and secure digital bank by planning out your organization categories and conventions.
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Rose Wheeler is a content management expert writing for The Ascent and The Motley Fool.
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