Remember how office employees operated in the past by having huge piles of paper on their desks that were hardly visible in the midst of those piles? Can you imagine how many important papers were lost in this chaotic crowd? Fortunately, nowadays we don’t suffer from such helter-skelter work conditions; we have our computers and laptops where all our work is. We don’t tend to waste a lot of time searching for a specific paper thanks to smart storage systems. However, if you’re a business owner, you should pay close attention to choosing the best software tool that would match your company and business needs. That’s why we will give you great tips on how to choose the right software tool to keep your document storage secured.
You want to provide your employees with a system that is ready to perform day-to-day tasks, therefore this system should be easy to use and navigate through. Otherwise, your workers will be confused and won’t be able to perform the required tasks and consequently affect your business. The software structure should also be easy to use and not complicated for workers to understand. It should be in a cabinet-drawer-folder structure, which is the easiest and most relevant method for anybody to interpret.
The right software tool should have efficient search tools that enable employees to search for specific documents. You don’t want your workers wasting their time searching for a certain file in every folder on their devices; that would be insane! Ideal searching engines should also include various ways of searching; a person should be able to look for files by names, modification date, file type, the content tags and a lot more. This option would simplify daily tasks and make them a breeze for both employees and businesses.
In large companies, there are certain files that should not be seen or accessed by all employees. These files could contain future strategies for the company or private files for workers that should only be accessible by the Human Resources team. Your employees should enjoy a safety culture, that’s why when you look for safe software to store your company’s data, you should always look for those that have security access. Such software systems have built-in permissions that enable a specific group of people and restrict others from accessing private files.
Mobile Access and Scanning
The have-it-all storage software should be accessible from smartphones and tablets as well. This advantage will enable employees to perform tasks and send and receive emails while they’re not at the office, which is a great function if your business requires fast decision making. Another feature your software tool needs to have is that it should be compatible with various scanners to be able to store files rather than having to upload them on computers.
You could have your own storage software tool that is controlled via your own servers, or you could invest in cloud storage that depends mainly on providers to install updates. Both options have their pros and cons, however, the most important thing is that your storage tool should include the options listed above to guarantee an easy flow of daily tasks and enjoy a secure database for your business and company.