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Is the constant game of ‘Where in the World is that File’ a concern to your performance or just business as usual? The case for building a proper digital file structure is both a matter of functionality and performance. For most, road blocks include creating too simple of a structure and having folders over-filled with files; or worse, creating too complex a structure where it is nearly impossible to find what you are looking for.
The easiest way to build a successful file structure is, in fact, to not focus on the structure at all. What we need to focus on is the POLICY in which we want our documents filed, and how we can enforce that policy each and every time.
For example, let's say you work in an office where many different digital files are created, from original .doc files to complex .xlsx spreadsheets, to finalized .pdf files. Each files is named under 2 circumstances at this point: 1) The person doing the filing, and 2) what they feel is the most important thing about that document. Without a policy in place, a letter to an important client might become Letter-AcmeInc.doc; this however gives us no idea when the letter written, what the contents were, etc. Now you might say "Well, Chris, I make sure I always include what the letter is about along with the client name." That’s all well and good, but is everyone in the organization following the exact same policy? The answer is no, and not because they do not want to, but because it is impossible to remember every policy about every document, and where it can be filed. Here is how we handle both the consistent naming issue AND the filing policy in one step.
Les Abromovitz, a senior consultant with National Compliance Services, Inc. and an attorney, writes on his blog that "One advisor had a day to produce voluminous records. That's the kind of request likely to grow more common as the SEC performs more unscheduled audits."
For many Investment Advisors, that short time frame to produce records would be cause for consternation. However, with a digital document management system like Laserfiche, producing records for the SEC on the spot is no sweat for an Investment Advisor. How is this possible?
A rare clash of warm, cold air has caused a "history making" and immensely destructive, monster tornado, some are referring to as a "perfect storm". States affected by the destructive tornadoes include Alabama, Arkansas, Georgia, Mississippi, North Carolina, Tennessee and Virginia. The death toll has recently been estimated at 295. Coupled along with extensive damage to homes, entire neighborhoods, and many businesses, this has been a tragic and unexpected event.
What if something like this happened in your area? Could your business survive a "Perfect Storm"?
Laserfiche Mobile is an iPhone app that enables you to capture, upload and securely access and work with documents inside your Laserfiche repository while on the go. You can browse for documents in a folder structure; search the entire repository; create, copy, move, rename, download, print and delete documents; modify document fields; and create and upload new documents using the iPhone or iPod Touch camera. Documents that are captured using one of these devices’ cameras can also be processed and cleaned up for easier viewing.
Continue reading for more info and screenshots of some of the app’s functionality.
Six years ago, the San Diego based CHMB was struggling to manage a surplus of paper documents. Their paper build-up was so enormous that “we were using filing cabinets as walls and dividers between cubicles,” Ron Anderson, director of business development, recalls. With over 700 physicians as clients, CHMB currently processes more than two million patient encounters annually—which translates into approximately 10 million documents a year. “We were using couriers to transport materials back and forth between our office and our clients’ practices, and paper storage was consuming valuable work space,” explains Anderson.
But the cost of managing so much paper wasn’t limited to courier, mail and storage costs; it also extended into employee time and productivity. “Staff had limited access to the paperwork they needed to process, so there were a lot of inefficiencies there,” says Anderson. “And with so much paper coming in and out the door, we were constantly struggling to intelligently manage our workflow; there were just too many moving parts.”
