Documents workflow in a company – what tools are worth using?
2022-03-20Modern signature collection – fast and effective
2022-04-24Quick access to the archive of company documents can help solve many difficult situations and avoid the nervous search for the necessary contract, which just at that moment got lost somewhere. Such situations can be avoided by using an electronic file repository, thanks to which all documents are always at hand. However, any archive is not enough. A well-functioning repository should be well designed and effective, as well as simple and intuitive.
What is an electronic document repository?
Before we start analyzing the desirable features of a good file repository, let’s take a moment to focus on what exactly a file repository is. This space, also sometimes called an e-archive, is nothing more than a place where company documents are placed and organized. It can be a server, a company drive, the cloud or an application running within the company’s infrastructure. Each of these solutions should be adequately secured against unauthorized persons, while at the same time allowing for convenient and intuitive search of the necessary files.
How to create a readable and functional document repository?
A simple and intuitive document repository should include several important elements that will make working with the archive more convenient and efficient. What features should a good electronic document repository have?
- Simplicity and transparency. An electronic repository is nothing more than a collection of archived files, allowing you to quickly search for the documents you need. An over-complicated formula and the introduction of many unnecessary features will quickly cause chaos in the documents. This is why it is so important that the repository is simple, clear and intuitive for every user.
- Basic filters. The basic functionality that allows you to search for the documents you need are predefined filters. These are the ones that make it possible for you to select, for example, from among all company documents, those that were signed with the selected company at a certain time. It is worth remembering that there should not be too many filters. The key to efficient filtering is to use such categories that you will realistically use and need.
- Search engine. A good repository cannot function without a search engine, so that you can quickly search for the document you need by typing in key words. Files placed in an electronic repository should have a description, or metadata, which summarizes what content is in the document. An efficient search engine will filter document descriptions for the words typed into the search box.
Good to know: the document description can also include the term of the contract. A good filing system can then send a notification to certain people about the upcoming end date of the contract. This allows you to cancel it with notice or proceed to renegotiate the terms.
- Filtering by hashtags. In addition to predefined filters, hashtags, which are used to mark files that fall into the archive, can be very helpful during searches. Which hashtags should be used to describe documents should be determined internally and depend on the specifics of the business.
Hatiroo® is a system that is not only a tool for efficient document processing, but also an ideal place to create a clear and intuitive archive. The Hatiroo® repository allows you to search for the documents you need using a search engine, predefined filters and hashtags, and each document entered into the system is provided with a precise description that makes it easy to find it quickly even after several years.