The tough switch-over – 5 more ways FileHold helps digital document adoption

A not-so-random list of ways FileHold can help your organization adopt electronic documents, even when you must drag them into the modern world.

We all know that “one person” in the office. Maybe they are from a different era, maybe they are set in their ways; they don’t adapt, and they expect everyone else to pick-up their slack. If there’s a staff birthday, they always take the biggest slice of cake and never sing along. They complain about the coffee pot being empty and never fill it up. And they are the reason new technology can’t get into your office. They have a “system”, don’t you know, and they are not impressed with your solutions.

Every manager wants their team to succeed, and give everyone the chance to do their best. Those people at the office who won’t adapt to new systems can hold the team back, or draw focus away from the task at hand to deal with procedures. Often, these people have a great deal to contribute to team success – all they need is the right tool.

In the last article, we showed you five great ways FileHold can help your organization; here’s five more tools FileHold offers to help ensure even the most stubborn of users can adapt to FileHold.

1. FileHold has an intuitive way of filing

FileHold uses a concept familiar to any office as the main organizing system: the Cabinet. Just like paper, your documents live in Folders, which live in Drawers, which live in their Cabinets. This breaks away from the bad habit of putting digital folder in folder in folder, creating layers of endless Byzantine structures that defy anyone to find the end documents. FileHold keeps that reassuring paper-like structure and applies it to the digital world to help people think in familiar terms with new technology.

2. With FileHold, poor document filing is eliminated.

In the paper world, documents get “lost” in the office all the time. The wrong piece of paper in the wrong folder, the wrong folder in the wrong drawer, the folder that never get returned – a myriad of ways to be inefficient. The Cabinet structure is great for looking through Folders, but when the document you need is missing, FileHold’s search function will comb the entire Library to find the right one – which can then be moved to the correct location with a drag-and-drop. Chronic miss-filers, lazy folder-hoarders, and apathetic taggers can’t stop document flow in FileHold.

3. FileHold controls who can see and do what to documents.

Not everyone needs to see every document in your Library. They might be in a different department, or not have permission to review a series of cases. FileHold gives expansive system defined user roles to control who can see Cabinets, Folders, or Document types. Without permission, users cannot see the documents with these structures – so there’s no chance of accessing something they are not authorized to see. These same permissions can also control what users can do with these structures; users can have permission range from read only to Library Administrator. Tailor your user roles to match the skill set and abilities of your team. Don’t let one stick-in-the-mud slow down your whole process.

4. FileHold lets you get previous versions of documents.

Once a document has been added to the Library, FileHold preserves that document. Even if someone checks it out and edits it, the revised document will now be version two, and the original slides into the background and lies dormant unless needed. This helps you avoid accidental edits to documents though neglect or ignorance. FileHold also has a “soft” delete option; deleted documents go into a folder for a user defined length of time, so any accidental deletions can be retrieved by administrators. Accidental edits or careless deletes are no longer an issue.

5. FileHold remembers user activities.

FileHold has a robust reporting utility that allows administrators to recall and generate reports on all user activity – by user, by document, or by activity. This creates the vital audit needed not only for compliance requirement, but also for user accountability and review. No-one can lie and pretend they did or did not do something in FileHold – and the reports will prove it. This provides a little extra motivation for workers to utilize the system.

The most successful tools are the ones that get used, and FileHold is ready to help all your team – even the ones you never thought would use a DMS – get onboard with a modern office. To learn more about how FileHold can transform your organization, contact sales[email protected].

Chris Oliver

Chris Oliver brings his twenty years of experience in management in the entertainment industry to FileHold Systems as the Client Training and Retention Advocate. To learn more about how FileHold DMS can work for you, contact him at [email protected].