Optimize Your Paperless Efforts

Accounting Technology,  September, 2006  

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Many practitioners look at the cost of document management software and decide they can use a file system tree and have everyone name documents in the same way. This invariably leads to problems as the filing process is at the heart of any document management system (paper or paperless). Filing must be a consistent, process oriented, methodical approach or it will fail.

Using a manual naming convention will result in deviations that will cause problems. Whether it is a name, an account number, or a tax ID number, someone will deviate from the way documents should be named. This will result in a major problem when that document is needed and cannot be located. Employee vacation and turnover are the two main causes (Fred replaces Sue and starts filing things "his" way). Cabinet NG developed a naming template methodology which is simple to use and conveniently files documents in a ...