<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">
default-header.jpg

TECHNOLOGY INSIGHTS BLOG:
WE ALL NEED IT. WHAT'S THE RIGHT WAY TO APPLY IT?

SUBSCRIBE

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: All Blogs, Document Management

When You Should Start Thinking About Switching Telecom Services

When you think about switching telecom services, it’s not a small decision. You will probably need to read the fine print on documents that you may have chosen to ignore up to this point. It will...Read more

Effective business Communication Tools

Nearly every project begins and ends with communication. In fact, workplace communication functions as the foundation for almost everything a workplace accomplishes. Communication is how we delegate...Read more

Is Your Desktop Phone keeping up with your smartphone?

It’s an old joke by now - the one about how “I have so many apps and features on my smartphone that I forgot I could use it to make calls.” We get so caught up in all the things it can do,...Read more

How Much Do Poor Business Communication Tools and Practices Cost You?

How much time do you think you spend just trying to communicate with co-workers? Subtract the time you actually have productive conversations – instead add up the time it takes to hunt down your...Read more

Who is Responsible for Your Organization’s Print Office Technology?

Do you feel like the money you spend on office printing and printers is as efficient as possible, or does it seem like a game of whack-a-mole? A printer goes down, you fix it. A toner cartridge is...Read more

Your communication systems Cheat Sheet for Finding the perfect Solution

If you thought that getting a new phone system would be a breeze — a simple case of counting your employees and getting price quotes — you may need to rethink things. The array of options for your...Read more

4 Tools to Boost Your Law Firm’s Productivity

Law firms are document-centered. It’s a fact. It’s crucial that the right document gets in the right file so it can be retrieved at the right time with the right level of security. Inefficiency and...Read more

Hosted Unified Communications Means Never Being Tied To Your Desk

Relying on a single form of business communication is uncommon and, frankly, impractical. Your employees have office phones at their desks, workstations equipped with business applications,...Read more

3 Ways Managed Print Services Could Save Your Legal Firm Time & Money

In law firms, like many other organizations, time is money. And because money drives business, optimizing your time is key to success. In the legal industry, a lot of time is spent printing due to...Read more

5 Ways Unified Communications Improves Employee Productivity

For businesses, effective communication can mean the difference between success and failure. Business communications affect both internal and external relationships. Internally, effective...Read more

6 Things We Know About Baby Boomers’ and Millennial Technology Needs

Most articles will tell you that Millennials use technology very differently than the typical Baby Boomer – and that’s true – but most articles don’t provide ways to address the issue. In...Read more

4 Wrong Ways to Think About the ROI of the Cloud

The wrong argument is often worse than having no argument at all when you are making a business decision. There are a lot of ways migration to the cloud can help an organization increase...Read more

Unified Communications: Just 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

Hosted Voice vs. Hosted Unified Communications: a Simple Decision

When you ask someone a direct question, one of the most frustrating answers you can get is “it depends.” That answer either means the person doesn’t want to answer your direct question, or they need...Read more

5 Reasons the RFP Process Stinks & Why You Should Consider a Cooperative Contract Instead

When you manage purchasing for a government agency or school system, it’s an understatement to say that the RFP process ties your hands behind your back. It’s hard to imagine a more complex exercise...Read more

Paper is Still the Lifeblood of a Law Firm

Unlike other industries, law firms will have a difficult time when it comes to eliminating paper copies. Without paper, many of the important functions of a lawyer’s work simply can't...Read more

Why Directors Must Foster Effective Workplace Communication

According to a recent Dale Carnegie research study, 70 percent of employees who lack confidence in the abilities of senior leadership are not fully engaged. Employees have high expectations for their...Read more

9 Things to Analyze When Choosing Telecom Carriers

There’s a whole lot to consider when it comes to choosing a telecom carrier. It’s something we’ve covered many times and are always looking for ways to help simplify this process for those who are...Read more

3 Steps to Buy Managed Print Services via Cooperative Contracts

When the time comes for organizations such as school districts, government agencies or nonprofit health systems to improve their print environment, the RFP process is a source of...Read more

Unified Communications: 3 Things You Need to Know About UCaaS, Plus 1 More

Einstein tried to define a unified field theory of everything, but didn’t quite make it. Fortunately, a unified communications approach, however, is much easier to achieve - and it’s...Read more

3 Tips for Effective Office Communication

Workplace communication constantly evolves with newer, better, faster technologies, but what happens when all these technologies are piled onto a foundation of poor communication practices? Whether...Read more

4 FAQs Answered about NJPA's Managed Print Services Coop. Contract

You’re likely here for 1 of 2 reasons: You’re frustrated with your organization’s bidding process and requirements (and potentially looking for alternative solutions). You’ve heard mention of NJPA...Read more

School District Cuts Waste and Improves Budget via Managed Print Services

It all began with an informal technology evaluation. Weston County School District #1 wanted to offer students and staff better technology while saving their district money. The evaluation found...Read more

An Alternative to Request for Proposals: Cooperative Contracts

As a school system, government agency or nonprofit healthcare system, your organization has two options for purchasing technology: Request for Proposal Cooperative Contract Both will get you to...Read more

How Make-a-Wish Benefits from Hosted Unified Communications

Without the right fit, technology can interfere with business instead of making things easier. Make-a-Wish America trusted Mitel to connect their 120 nationwide locations with Hosted Unified...Read more