<div style="display:inline;"> <img height="1" width="1" style="border-style:none;" alt="Google Ads" src="//googleads.g.doubleclick.net/pagead/viewthroughconversion/982787295/?value=0&amp;guid=ON&amp;script=0">



Document Management Software "M-Files" Organizes Your Document Universe

by Terry Willis on March 11

document_management_software_m-filesYou've finished typing up an important document and emailed it to someone to review. They made changes and emailed it to someone else. That second person also made changes and saved the document – but, a week later they can't remember which folder they saved it in. You need to find the document and deliver it in ten minutes. Unfortunately, this is going to be next to impossible with your current document organization process.

There aren't many work experiences more frustrating than trying to locate a file you need. Or, if you do locate the file, it's the wrong version. Or maybe you don't know if everyone who needs to sign off on the document has had the opportunity to do so. Little things like this can quickly turn into hours of lost productivity.

The M-Files Solution

M-Files document management software works by allowing you to find, share and store information in the easiest possible manner. Traditionally, files are stored by location. With M-Files, all of your business's documents are stored within an accessible document system, and they're sorted according to their content, thanks to metadata. Employees can find everything quickly by typing in a few words. Imagine a search engine strictly for your business's documents.

Here's How It Works:

1. Central Location for All Organization's Documents

Files won’t be stored on individual computers, but rather, they're all located inside one central system that anyone, from any computer in your business, can access.

  1. Version Control
    Employees can edit documents simultaneously. However, these copies don't overwrite each other – rather, M-Files uses version control to keep track of all versions created.
  2. Revision History
    This is key for many businesses. It is likely that, with your old system, if someone changed a file, there was a risk that their change could be permanent. Revision history keeps track of the changes made, which means you don't have to worry about locating a previous version of your document or figuring out who made the change.

2. Organized Collaboration

Collaboration is one of the keys to success. Unfortunately, under traditional file management structures, it's easy for important documents to get lost in the shuffle, or duplicated entirely. M-Files is designed to allow maximum collaboration with as many people as necessary, without losing organizational control.

  1. Check-in, Check-out Feature
    The check-in, check-out feature shows who accessed which document at what time. Note that M-Files can be accessed and tracked through off-site mobile devices as well.
  2. Secure Access
    Businesses naturally become concerned about security when a document is easily accessible. However, thanks to the secure access feature, certain documents – or even versions of documents – can be restricted so that only appropriate people have full access.
  3. Avoid Duplicate Documents
    In a traditional file storage structure, it's easy to create duplicate documents. Imagine sending an email with a simple letter to five people who need to approve it. Each of them makes the changes they would like and sends it back. You now have six different copies of the letter – and a host of conflicting notes.

M-Files eliminates this problem. As everyone has access to the same document, all of the changes can be made without the necessity of creating multiple documents.

3. Enhanced Workflow

Employees are human. That means they sometimes forget to take the little steps necessary to finish a project. For example, after completing a task for a client, they forget to email the invoice to the accounting department. M-Files is capable of automating these and other tasks, minimizing mistakes, and allowing employees to focus on their main priorities, instead of administrative tasks.

Your Full Potential

It's estimated that up to 50% of a worker's time can be spent searching for files rather than doing their job. At times, your employees may only be working at 50% of their potential. M-Files document management software works to unleash your employee’s full potential. Find out more by discussing with a Marco document management specialist:

Talk to a Document Management Specialist

Topics: Document Management

Unified Communications: What Does it Mean?

Every day your employees are busy communicating with one another as well as your customers. The complexity of business communication has grown rapidly in the last 20 years. The office...Read more

4 Connectivity Problems SD-WAN Solves

Many businesses currently run on solitary high-cost, low-speed internet/MPLS, despite the abundance of available high-speed capabilities. Remember the ultra-slow DSL internet service most people had...Read more

6 Problems a New Wide Format Printer Solves

Determining when the time is right to update your office technology isn’t always black and white. We depend on business technology to be there when we need it, to help us accomplish tasks and to make...Read more

Retail Businesses Reduce Personnel Costs with Managed Print Services

Although it occurs most often behind closed doors and out of a customer’s line of sight, printing is a big part of business in retail. Take a peek into almost any retail backroom and among the...Read more

Determine if NJPA Cooperative Contracts are Right for You with these 5 Questions

It usually takes a few sentences to explain to people what the National Joint Powers Alliance (NJPA) is, but trust me, it’s worth it. First, it’s an organization set up to help state and local...Read more

Let UCaaS Move Your Mobile Workforce Forward

As work environments continue to change and evolve, so does the technology within the workplace. When you equip your workforce to be mobile, you may be changing the way your employees work or...Read more

An Open-and-Shut Case for Managed Print Services in Your Law Firm

Many organizations talk about the importance of the productivity of employees, but few are more sensitive to it than law firms. For law firms, if the printers or copiers are down, that means lawyers...Read more

4 Reasons to Consider Aruba Networks for your Business

Although Aruba sounds like a great place for retirement, it could also be the key to your organization's wireless future. Aruba is a wireless company, recently acquired by Hewlett...Read more

What is HyperConvergence and What Does It Mean for Your Business?

While you may have heard it referred to as "hyperconverged infrastructure" or "HyperConvergence", this new method of data center management is experiencing significant attention in the IT world. And...Read more

Tips for Getting Toner Recycling Right the First Time

If you don’t have someone in your organization assigned to taking care of printers and copiers, recycling the cartridges can be hit or miss. Typically, an employee changes a toner cartridge once...Read more

4 Ways Marco does UCaaS Right

The experts tell me that blog content should be pretty light on promoting your company and heavy on promoting ideas and trends and opinions. I’m going to break that rule this time. I spend a lot of...Read more

Get the Best Phone System Within Your Budget With NJPA Contracts

Unfamiliar with NJPA contracts? You aren’t alone. For a long time, the benefits of these contracts were a best-kept secret of educational, nonprofit and government agencies. If you've...Read more

Why we're attending iltacon 2016 [Infographic]

Marco is proudly attending ILTACON 2016, the International Legal Technology Association’s annual educational conference. The conference is all about learning from the experiences and successes of...Read more

4 Ways Cisco Spark Improves Your Conferencing and Collaboration

In business, time is one of the most valuable resources. It’s all too common to find yourself with more tasks than you have time. And although you can’t add any more hours to the day, you can use...Read more

Effective Communication: 3 Ways to Avoid ‘We’ve Always Done it That Way’

When things go wrong or conflicts arise among coworkers, it’s easy to label it a “communication problem” and leave it at that. Often, however, labeling is less than useful, because solving...Read more

Should I buy my business printer from the big-box store?

It’s easy to go and buy a printer from a big box store (think office supply stores or tech chains). It’s supposed to be. In fact, that’s the business model. Granted, if you are only going to...Read more

3 Myths about investing in a digital video surveillance System

The reality of digital video surveillance is exciting. But, likely doesn't quite match the picture you've built from how it is often portrayed. Think of your favorite crime television show,...Read more

Purchasing Process Comparison: RFP vs. Cooperative Contracts

The original intent for the Request for Proposal Process made sense. As part of the bid letting process for state agencies, schools and non-profits, it was a clear way to find out what your...Read more

Is Unified communications right for your business? Answer These 7 questions

Some organizations are comfortable with their operations, happy with the status quo and satisfied with their level of productivity and profit. But if that doesn’t sound like your business, I...Read more

Managed Print Services in the Law Firm: A Cross Examination

Employees at law firms are accustomed to asking hard questions, questions that might not be comfortable. In court, this often means the cross examination of a witness. In your firm, are you ready to...Read more

Notes from the Field: tips for Technology Troubleshooting

When I’m not training to stay ahead of the latest trends in technology, I’m out in the field problem solving. As a consulting engineer on a lot of projects, I’m seen as the expert, but somedays I...Read more

4 Ways Migrating to The Cloud That'll help you sleep better at night

No, this isn’t a blog about comfortable mattresses or pillows. This is about hosted services and the importance of finding the right partner to help you make the transition. A good service...Read more

Time for an Upgrade: 4 ways your old printers are costing you money

Old printers - like old cars - can begin to eat up your budget with maintenance costs, energy costs, supply costs and ultimately productivity costs. How do you know when to keep them or when it’s...Read more

Free Communications tools maybe not so free: A UCaas Workaround

We all love free apps and communication tools that make our life easier. We use them as a consumer and we use them from home, but when you try to bring the same tools to your work setting, it can be...Read more

Secure Printing in the Law Firm: Not Just Nice to Have

Outside of some government and finance organizations, law firms’ may generate more confidential information than any other industry. Client files and case records need to be both readily...Read more