How dox2U Makes Document Retrieval Easier with Smart Cabinet

Document management originated with the invention of the first filing cabinet in the 19th century.

Edwin Grenville, for the first time, invented the vertical filing system in 1898; documents were stored stacked in cabinets, and the practice continued even during the late twentieth century.

Although there were many cons of the cabinet storage system like storage issues, misfiling and misplacing issues, excessive time consumption and more. There was one major pro of the cabinet system: a common repository.

All one had to do was dig in the stacked documents to find what they were looking for, implying no silos. Thus allowing easy flow of information in the company.

Modern document repositories lacked that.

When people transitioned to electronic document management during the 1980s, a lot changed about how people used to manage documents; while misfiling and misplacing issues were resolved to an extent, new challenges like disparate databases and siloed data arose.

Fast forward to today. Everything has changed. Companies have switched and leveled up from hard drives to cloud-managed storage. However, the problem of siloed data is still with us. 

dox2U addressed this ever-lasting need for change in the market in its way. We believed a solution was needed, one that would go against the usual practice of creating information silos in the company and break down the virtual walls that storage solutions like Google Drive and DropBox had created. 

Thus we decided to give the old school “Cabinet” a more current turn. 

The Smart Cabinet

Our current turn to the age-old cabinet system of storage had to be a solution that will successfully resolve the problems associated with disparate databases: 

Siloed information

Siloed information results from virtual walls that cloud-based solutions and other electronic devices create. 

For instance, Google Drive does not support the integration of data. Implying your documents and information are only visible and accessible to you on your drive only unless the access of the same is willingly shared with team members. It increases the time it takes an employee to access a document they need urgently. All of this leads to a lack of transparency in the organization, which can further harm your growth in many other ways. 

Thus, the fewer the information siloes, the better and more profitable the organization. 

Retrieval difficulties 

People resorted to different solutions that would somehow do the job for them when they realized how poor data management was a hurdle in their growth. Some relied upon Hard Drives, and some being more modern and adaptable, went on with Cloud-Based Solutions. 

What they overlooked in the process was that they needed a system that would not only make data storage an easy task but also ensure easy retrieval of the same. 

Tons and tons of crucial information stored in different servers and repositories made it troublesome and labor-intensive to locate it when needed. 

Control over information 

Companies out there rely and operate mostly on the data and information they keep with themselves. Giant ventures are usually taking important company decisions based on such information. And with such a ravaging system in place, they have only so much control over their databases. 

The thing about safekeeping is if you can’t find it when needed, it’s lost and not really “safely kept.” And scanning zillions and zillions of files and databases to find one document sounds like a black hole of information – you know what you need is in there, but there’s hardly a way out! 

Plus, how difficult is it for one to steal a hard drive? You make your business vulnerable to double-dealings with a damaged system like that. 

So what exactly is the Smart Cabinet feature, and What does it do?

Smart Cabinet Feature, and What does it Do? 

dox2U’s Smart Cabinet feature has the capacity to revolutionize document management for you. It is a comprehensive solution to all your document management needs and works efficiently for companies of all sizes. 

The feature primarily focuses on resolving the issues mentioned above, along with the numerous document management-related problems that companies face today. 

It is a digital repository of all your documents, a common space that includes any and every document ever uploaded to your workspace by you or your fellow team members. Unlike DropBox and Google Drive, it does not create virtual walls and believes in integration. 

The Smart Cabinet is more like an “E-Cabinet”; just as you see all documents lined up in a cabinet, you will also be able to see them lined up in your digital information warehouse. 

This is How Smart Cabinet Functions:

The integrated pool of documents 

dox2U is a document management software solution that allows you to break virtual walls and avoid information siloes with the help of a common repository. Everyone on your team can see all the documents lined up on your interface; thus, the information is stored in a single place. 

What we mean by that is that Dox2U allows users to store documents in a single place, unlike cloud-based systems like Google Drive and Dropbox, which create different folders for different users. This allows the users to: 

1. Easily navigate through documents without worrying about the location of different files and documents in different folders. 
2. Maintain transparency among the organisation 
3. & reduce co-worker dependency on tracking down each piece of information.

Easier retrieval of documents

Another big problem that dox2U’s Smart Cabinet solves is the retrieval of documents. The solution already has a Deep Search feature, for when people remember certain tags and keywords that the document entails – all one has to do is search, and within seconds, the document is retrieved. 

However, not in all cases will one remember such minute details of the documents; the company has a lot to deal with and the human mind, even though extremely efficient, does need help. 

The Smart Cabinet feature allows you to retrieve documents even when the user does not have any information regarding the same. You can take the help of several filters and narrow it down on the basis of date, tags, ownership and many more. This allows the users to: 

1. Quickly retrieve any document and recall details about the same with the help of several filters. 
2. Further filter down results after a Deep Search when several documents contain similar keywords based on ownership, version, date and more. 
3. Saves you the time you spent retrieving documents otherwise and a headache you get trying to recall details of the same.

Better regulation of information 

But does it make sense to provide all that information to every member of the workspace? Yes and no! 

As a business, you never know when you would need one person to start working on something; from that perspective, it makes sense. 

But you would also not want the information to flow openly, especially when its confidential. In which case it helps when you can control who accesses the same, doesn’t it? The Smart Cabinet feature, even though it allows a common repository, also ensure: 

1. Admins have full control over who accesses the information. 
2. You benefit from having no information silos without bearing the disadvantages of integration. 

Document management is tiresome; it’s not a job that a few people can take up in an organization. If you need a more comprehensive solution to grow as an organization, switch to dox2U and see the results yourself!