5 Smart Cabinet Tips for Easy Document Management

While most companies subscribe to data-storage services for backing up digital files, very few have a robust backup plan for the one-of-a-kind documents and photos that are on paper — like contracts, hiring documents, and other legal documents.

Scanning copies of physical documents stored in a smart cabinet is crucial. Having a digital archive not only keeps all your documents password protected but also saves time otherwise spent on searching for important files.

What are some of the best file organization methods leading businesses swear by? How can you incorporate a smart cabinet in your workplace? Here’s a guide to getting started.

dox2U Smart Cabinet: The Marie Kondo of Document Management

Smart Cabinet is an electronic cabinet that replicates the experience of a physical file cabinet while giving you a dynamic view of all documents in your workspace. It uses a variety of filters to quickly narrow down the search to the document you wish to retrieve. 

Within Smart Cabinet, you have the option to either view all documents in the workspace that match your filters applied (if any) or you can selectively choose to only see those documents which can be accessed by you, i.e. those documents which are shared with you or owned by you.

5 File Management Tips for Organizing Your Physical Documents Online

The thought of digitizing all your physical documents can be extremely daunting. But with the right set of document management tools, some time, and a little patience, you can easily transition to a paperless office. Here are the 5 Smart Cabinet document management tips for organizing physical documents online.

Tip #1: Organize the Paperwork Before Scanning 

Given the choice between scanning 200 documents and 5 document categories, which option would you choose? Even if the paperwork was the same, most will choose the latter option, because facing a big pile of unorganized documents can be overwhelming. To make the filing process easier, divide your documents into relevant categories, then scan and upload them to dox2U smart cabinet with the same category. This way, the next time you wish to search for that document, you know exactly what search filter to apply to retrieve that document.

Tip #2: Index your documents first thing after uploading them

Documental retrieval can be made extremely easy if there’s efficient metadata tagging and indexing done while uploading your documents. By indexing your documents, there’s a clear-cut structure to your data pool wherein you can search for any document anytime, instantly and get the exact information you are looking for, even if you don’t remember the file names. The metatags can include project name, product code, batch number, product name, vendor name, etc.

Tip #3: Name the Files Strategically

The trick to creating filenames is “think minimal”. It doesn’t have to be anything complicated, just create a circumstantial hierarchy. Here’s what that means: Think of the most common day circumstances in which you’ll need a certain set of documents and the words you’re likely to use while searching for them. Some of the most efficient category routines to include in a Smart Cabinet include:

• By Date
• By Company 
• By Type of document
  

Moreover, using an appropriate file name allows you to know what each file contains without even opening it. 

Tip #4: Create a unified document repository

A unified repository can do wonders for workplace efficiency. It allows different teams to easily collaborate over a project without having to worry about document access. In dox2U, all documents uploaded are shared by default with everyone within dox2uby workspace. With a unified information pool, the organization can create a framework that not only promotes collaboration but also makes it easier to manage and share information across various stakeholders.

Tip #5: Treat DMS as a process not just a tool

One of the biggest mistakes companies make with their document management system is to treat it as a digital archive where you occasionally upload copies of your paper documents. DMS platforms like dox2U are a powerhouse of several productivity tools that go beyond digitizing your paper documents. By engaging with the platform regularly, you are better able to understand the mechanics of document retrieval, file organization and document sharing, both internally and externally.

Key Takeaway 

Creating a digital archive with a Smart Cabinet for your physical documents is mega important. In the workplace, a smart cabinet can boost productivity and create workflow consistency, while in person life it reduces stress and brings mental clarity. That’s why the benefits of novel document management systems like dox2U don’t just aid business processes but also help individuals manage their personal and business priorities. 

One of the novice mistakes many people make while organizing their documents digitally is they skip the pre-scan organization step. Instead of uploading all documents randomly at once, first split all physical documents into key broad categories. Then take a whiteboard and make a roadmap of your personal or business interactions. This will help you separate each category into relevant subtypes. Once you’ve identified a file structure, leave the rest to dox2U smart cabinet.