Choose the Paperless Document Management Software That's Right for You
You're switching to a paperless office. That means your electronic files are about to multiply. How will you organize all of these new files? How will you ensure that you'll be able to retrieve them? Is there a best all-around document management system for paperless offices? Absolutely, and that option is FileCenter, the low-cost leader in paperless document management software. We'll take the guesswork out of choosing by walking you through some key considerations, then show you why we recommend FileCenter.
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- Pick paperless document management software that provides rapid access to your files through a well-structured layout
- Make sure that the document management software you choose is compatible with all of the other software you'll use in your paperless office
- Favor a paperless document management solution that keeps its files in regular Windows folders
- Jump to our recommendation »
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A Good Organizational Layout is Key
Most of the paperless document management software packages you'll find require you to "tag" your files with keywords when you store them in the system. To pull a file back out of the system, you then have do a keyword search. This can work adequately if you happen to remember the right keywords. But even when it works, it requires your hand to leave the mouse so you can type, then you have to evaluate the search results to figure out which document is the one you want. In other words, pulling up documents can be slow and inefficient.
Better, more efficient paperless document management software will use an organization method that everyone's already familiar with: the filing cabinet. This method, refined over decades of use, lets you jump straight to the file you're looking for. When we carry this idea over to the computer, it becomes even faster and more powerful. In literally just a few rapid mouse clicks, you can easily drill down to exactly the file you're looking for.
FileCenter employs just such an electronic filing cabinet layout, making it one of the most efficient paperless document management software offerings available. Its interface presents your files in cabinets, drawers, and folders, allowing you to navigate to documents much faster than using a search. But suppose the document isn't where you expect it? That's ok. FileCenter also provides a powerful keyword search engine, giving you the best of both worlds.
When it Comes to Paperless Document Management Software, Compatibility Matters
When evaluating potential document management software options for the paperless office, many forget to consider compatibility with other programs. Let us explain. In order to make effective use of your files, you have to be able to get them into the document management system with the fewest steps necessary, and you have to be able to open the files in their native programs so you can continue working on them in the future.
Most paperless document management software has limited integration options. Some, for example, some require you to "print" documents into the system. At that point, the documents are frozen, meaning that you can't make any future modifications to them, a bad thing if you want to be able to store documents while they're still a work in progress. Other systems only integrate with a few select software packages, like Microsoft Office, but ignore the less common ones. FileCenter, happily, has features that allow it to tie into the Save/Open dialogs that all programs use, making it possible to easily save files into the system and open files from the system, regardless of what program you're using.
Where Will Your Files Go?
Almost every paperless document management software offering on the market today will put your files in a database. But is this a good idea? Document management software makers prefer to push a database for paperless office use because it lets them offer you features like password security on a per-document basis. But beware the repurcussions. For instance, if there's any corruption to the database, you could easily lose all of your files. A database is more complicated to administer. Databases typically require a server with fairly robust hardware. You won't be able to use your favorite Cloud service, like DropBox, Google Drive, or OneDrive to access your files remotely. You will lose the ability to right-click on files like you can in Windows. If you rely heavily on other software packages, odds are they won't be compatible, since the files are locked out of reach in a database. And if you should ever decide to change to a different paperless document management solution, just hope that you can get your data exported from the old one.
Our strong recommendation is that you pick paperless document management software that stores your files in regular Windows folders. This will ensure that you'll always have access to your files, from any program, even if you later abandon that paperless software. Besides avoiding every drawback of a database, perhaps the biggest benefit is that you will be able to enjoy remote access to your files through DropBox, Google Drive, or OneDrive.
Why We Recommend FileCenter
FileCenter is paperless document management software that will help you organize all of your file, anywhere on your computer or network. It ensures compatibility with your other programs, while giving you an improved file cabinet interface. Along with integrated scanning and PDF management, search capabilities, and a layout that's easy and comfortable, even for beginners, FileCenter paperless document management software will simplify the way you work and help you achieve paperless efficiency. Download a free trial today!