- Paperless 3 0 3 – Digital Documents Manager Template Free
- Paperless 3 0 3 – Digital Documents Manager Template Microsoft
2020-09-04 17:17:20 • Filed to: Business Tips • Proven solutions
Software, especially those designed for document management, help automate much of this process and eliminate the need for physical storage, (aka those file cabinets on the 2 nd floor). Document management software, (DMS), can streamline collaboration and approval processes that happen during the review process mentioned above and offers. The template enables team members to upload existing documents or create new ones using Web-based content creation tools. Items are tagged with relevant identifying information so that others can more easily find the documents and learn from the collective knowledge in their organization.
We are living in a digital world where everything is shifting towards the computers, smartphones or robotics. Gone are the days when you had to store all of your documents in the cabinets which were not only heavy but also used to take a lot of space in your home or offices. Nowadays, a new trend is in for the home office and is called paperless documentation which encourages people to reduce the paper consumption and store more of the documents digitally. When we talk about the paperless documentation, the first thing comes in the mind is the management of these digital, that’s where the paperless document management tool hops in. Here’s the step by step paperless document organization guide which will tell you all the details on how you can manage paperless documents. The best 4 paperless document management software includes:
Top 3 Paperless Document Management Software
1. PDF Transformer Pro
PDF Transformer pro is another paperless document management software which will let you edit or convert the scanned documents from your windows computer. Once you scanned your documents, you can quickly transfer them to PDF transformer pro and make changes to these documents. Apart from that, it also provides several options to convert or extract the specific portions from the PDF file. This tool also has the OCR but still lacks many professional level features such as you cannot directly upload the documents to the cloud services and there is no mac version available for the program.
2. Evernote
Evernote is one of the most popular programs to take and organize notes on Windows, Mac, iOS, Android and chrome OS devices. Unlike other professional PDF editors, there is no option to edit the text or images in the PDF file but it has the OCR feature in the premium version which costs $5/month. Moreover, you do not need to purchase a separate cloud service as you can store documents right in the program without any difficulty. The user-interface of the program is perfectly to easily organize or manage the Paperless PDF documents on any computer.
3. Adobe Acrobat
Adobe Acrobat does not need any introduction; it is undoubtedly one of the most popular program to manage any kind of the PDF files. The only downside of the program is the price which is around $400 for one-time purchase or $15/month to use on multiple devices. As the program provides the features to create, edit, convert, merge, split the PDF documents, it also has the professional level OCR feature. Moreover, you can also digitally sign the documents using Adobe Acrobat Pro DC for any operating system.
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Once you have selected the perfect paperless document management software, the next thing that you need to do is to manage all the PDF files. Here’s how you can do that.
4. PDFelement for Business
The best software to manage paperless document is the PDFelement for Business with unlimited capabilities. From creating a new document on blank sheet to editing the already present document, converting the existing PDF documents to signing them digitally, combining different PDF files to splitting them in different parts, this tool can do everything.
The best thing that most of the users like about this program is the simple and intuitive interface with all these options in the simplest manner. Apart from the basic features of PDF editors or converters, it also has the professional level features such as OCR to edit scanned documents, converting Webpages to PDF file, sharing documents instantly with other users or uploading them directly to the Dropbox. All these features are packed in a small yet most useful paperless document managing tool that you will find on the internet.
Steps for Managing Paperless Documentations
- The most important thing about managing paperless document is the filling system. You will have to arrange all PDF files just like you used to arrange in your cabinets. You can make different folders for different kind of files. We will highly recommend you to name the PDF files as simply as possible as it will help you to find the perfect file as easy as possible. You can also install a perfect document searching tool for windows; Search everything, which is open source and absolutely free of cost.
- Save all of your important incoming emails as the PDF files. Mac OS X provides the “Save as PDF” option in most of the document editing tool while the windows users can install “Paperless Printer”, a virtual printer to save any document as the PDF file on the computer.
- Use the cloud services, make a backup of all of your files on the cloud services such as Dropbox or Google Drive, we will recommend you to purchase the paid version which you can select depending upon the storage capacity.
- List all the documents that you have saved in your computer in Notes file on your Mac or Evernote on Windows computer. By this way, you will remember what type of files you have saved on your computer.
After managing paperless documents or using the appropriate software, you will be in safe hands to go paperless for documents. The best tool to manage the paperless documents is the Wondershare PDFelement which is not only affordable but also provides all the professional features. What program are you going to manage paperless documents? Let us know in the comments section below.
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Government offices create more paper than any other industry by a wide margin. Most offices waste valuable real estate by keeping paper in filing systems or in offsite storage. The paper never stops accumulating; you just find new places to put it. Instead of exacerbating the problem, stop the influx of paper by creating digital filing cabinets in a document management system.
Document management system for government agencies
Having a single location where documents can be added, reviewed and shared is the key to a paperless government office. Our government clients typically begin with their biggest pain point before tackling smaller projects over time.
Popular starting points include:
- managing employee files
Starting with any of these paper-intensive processes can provide a rapid ROI.
Expand your document management system to other departments
Once a department is comfortable with the system, you can attack other record types stored in paper form. By creating digital filing cabinets for each record type, you eliminate the need to store paper in filing cabinets. This enables you to instantly retrieve documents, know the status and location of every document, and maintain compliance.
Paperless 3 0 3 – Digital Documents Manager Template Free
How document management helped a county clerk’s office
A county clerk in Mississippi grew sick and tired of paper taking over his office. He decided to take on the paper by contracting Revolution Data Systems for a document management project. We took a close look at his major pain points and decided to begin with board minutes - a manual and paper-intensive process.
We picked up his entire collection of board minute books and transported them to our document scanning service bureau for conversion. Each book was taken apart and prepped for scanning by placing a patch sheet between each document. The documents were scanned at 300 dpi to ensure that they could be OCR'd. Next we indexed them by meeting date.
Our professional services team built an application to manage board minutes in the county's ApplicationXtender (AX) system. We then uploaded the roughly 150,000 documents to AX. Our team trained users how to manage records going forward in about two hours. New agendas, agenda packets and meeting minutes are now uploaded and managed digitally in AX, eliminating the once paper-intensive process. Users can now perform keyword and phrase searches across the entire history of board meetings with the full text search ability built into AX. .
Once the major pain point was eliminated, the clerk turned his attention on the rest of the paper that regularly flowed into his office. After meeting with his staff, he determined five other record types that were filling up filing cabinets. Our team met with his staff to learn how the new records should be indexed within the system. Then we built applications for each record type. This ended the influx of paper in his office. Instead of buying new filing cabinets, his deputies now have a digital repository for all documents.
Paperless 3 0 3 – Digital Documents Manager Template Microsoft
If your office doesn’t already own a system to manage its records, now would be a good time to invest in one. These steps should get you started on a path to a digital future. Contact us for a free consultation.