Today I was looking at a stack of documents from our Fall Small Business Technology Tour, instead of putting them in a nice folder and sorting the paper (invoices, bills, etc), I just dumped everything into one general folder. If I need this information in 3 months, it’s going to be mildly challenging to find the information I need.
Am I the only one doing this? Am I the only one who does not take the time to properly file documents and ensure I know where important information is at?
One thing you can do, is to simply ensure that you file documents properly, using cute little tabs. Beyond this what you can do is scan files, store the images and digital documents on your computer. The challenge is that if you have 50 or 500 documents online how will you find the one you need, when you need it?
A newly released software, InformationSAFE Small Business uses more than 250 pre-designed templates to digitally capture the essential elements critical to the operation of a small business, according to their press release.
Pre-designed templates are organized into seven intuitive categories – Business Info, Financial, Insurance, Legal, HR, Property and Key Contacts. Created with input from leading experts in the fields of law, insurance, human resources, finance, security, and disaster recovery, InformationSAFE makes it easy store, identify, track and locate essential business information including account details, user names, passwords, contacts, phone numbers, documents, servicing information, contracts, agreements, employee details, and more. InformationSAFE also allows users to tailor the product to meet their exact needs by including a “Notes” field so users can input specific messages relevant to their business as well as an “Attachment” option granting the ability to attach virtually any document in any format for easy access and safe storage.
There’s lots of document management tools you can buy and in the end it really depends on which one is best for you. The important thing is that you properly organize your critical information so that when you (or others in you company) need it, you can quickly and easily find it.