3 Ways Document Management Software Improves Organization


The days of wading through the endless abyss of paper files ended for many large businesses and corporations years ago, but for some small businesses, investing in a quality document management system may seem to be a daunting, time consuming, and financially insensible process. Merely imagining the amount of work you could get done in the time it would take to electronically organize all of your files is enough to shoo that idea out the window, right? Think again. If the idea of digitizing all of your business’ digital files seems like a bit more of a task than you are willing to undertake, consider these three ways in which document management software can help to improve the organization of your files.

Metadata & Document Indexing

The leading document management systems that exist today allow you to easily set descriptions of each document within the metadata of the file itself. Once your documents are indexed into your document management system, you are able to quickly search the metadata of all of the files within the system to find those relevant to the keywords for which you are searching. Common components to metadata include dates, names, or departments as they relate to each particular file. Metadata allows you to more efficiently organize your documents because of the unstructured categorization that it involves. This can help in locating documents across a wide range of folders and departments without requiring excessive amounts of time on your part.

Document Search Functions

Paper documents are easily lost and far from easy to find. Let’s face it, if we could Google for our keys just as we could a webpage, the need for electronically indexing our files might be much less necessary than it is today. But the truth is that we all lose things (our keys, our phones, and even the occasional important document), and relying on the oh-so-fallible human brain doesn’t always cut it. The organizational perks of document management software include high quality search functions that allow you to infiltrate the content, metadata, and more of each and every document within your system.

Categorization of Documents

When it comes to your business, you likely have different departments that require separate files with separate access to different people. It is not uncommon for each department to have their own set of processes when it comes to their documents which can cause headaches for all parties when a member of one department needs access to the documents of another. What document management software can do to aid this process is allow you to differentiate and categorize documents between departments all within the same system, therefore eliminating the vast differences in organization throughout your company.

Author bio: Stephanie writes on behalf of DocuXplorer, an industry leading document management software provider for small businesses in the United States and across the Globe.

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