Technology has done so much to make it easier to manage and organize your business, but when it comes to files, things can get messy. Employees may save files to the wrong area, make multiple copies, or even delete copies. What you really need is to effectively implement reliable document management software. The key to getting your documentation in order is to find a solution that organizes your files in a manner that is easy to search, check out, store, and maintain configuration control.

Chances are that you already have some sort of system in place for your document management endeavors. If you are not using a clearly defined document management workflow, however, then your business is missing out. This is because document management workflows save organizations like yours a lot of time and money.

Being able to effectively manage your records is one of the most important elements of running a business. Without properly managed records, you could not effectively keep track of anything, and your organization would be poorly run as a result. That being said, modern technology is significantly changing how we are able to manage our records; let's take a look some of the records management trends that you will see in 2015.

Every business with sensitive information wonders at some point how to protect important documents. There are a myriad of threats to the integrity of records, including things like theft, or fires, floods and other natural disasters. When important documents are destroyed or lost, you lose integral information that is not easily replaced. Consequently, it is prudent that businesses learn how to protect important documents, so that the loss of information can be prevented altogether.

For those in who deal primarily in client facing roles or industries, there is one ongoing challenge faced across the board: how to increase customer service to provide a better customer experience. The importance of offering the very best to customers is no secret – in a competitive market, customer retention, recommendations and word-of-mouth are crucial to success. However, discussions on how to increase customer service capabilities typically fail to include any mention of document management, when in fact they should. Here are just a few ways you can increase client service capabilities via a file management system.

If your organization has recently embarked upon a project in document scanning, storage for the converted files is likely the next major challenge that needs attention. Now that the piles of paper have been digitized, finding methods for effectively storing and managing your documents is of utmost importance, particularly if you want to make the initial investment into file conversion worthwhile. Below are some tips to help ensure that your document scanning, storage and management work together seamlessly to achieve a well-rounded document management structure that benefits your business.

In simple terms, document workflows describe nothing more than a sequence of activities – in other words, processes – involved in completing tasks or reaching defined goals. Every business uses workflows: it is the effectiveness of these workflows that truly make the difference. Document workflows exist to provide structure to the way your organization files, stores, retrieves and secures business-critical documents, so they can be managed to ensure effective operations.

While it sounds easy enough, many businesses struggle with implementing and maintaining effective document workflows. If you count your organization among them, this should be cause for concern, as document workflows can greatly increase productivity. Here’s how.

Most organizations, whether knowingly or unknowingly, have document management processes that are rife with inefficiencies. There are many reasons for this, the foremost likely being that document management isn’t a common area examined when businesses are looking to find cost efficiencies.

This is somewhat ironic as an efficient document management strategy may be the best way to curtail exorbitant costs. Indeed, poor document management can be a money pit, resulting in substantial (and unnecessary) expenditures. Below are a few examples of how improper document management harms the financial health of businesses.

Document security has long been a concern of organizations. Regardless of format or whether analog or digital, business records, sensitive data and proprietary information have needed to be secured in order to protect the interests of the business. As the need for such security has expanded with the introduction of the digital age, more sophisticated document security management systems have been developed, boasting more complex methods of securely storing and retaining myriad business documents.

At the beginning of this year, I talked about investing time and money into the personal development and training of our staff. Our goal is to continually improve the customer experience and strengthen our position as your "go to" source for all things document management. Well, this week it's my turn.