So in this different normal we are all stuck in I got to thinking about something that would be especially relevant to that different normal. We are all trying to remain productive from within a different set of four walls. This story came to mind.

We used to store our documents like this either in file cabinets or boxes or even both. They were saved in tabbed folders with a small, single piece of information on it to help us find it later. Depending on how granular the company policy was for filing determined what and how many documents were in each folder. We all hoped (which as you probably know is not a business strategy) that all the documents were filed correctly and in a timely manner for later reference. We also hoped that if someone removed a document or an entire folder from the file it was replaced in a timely manner.

Then one day along came computers and networks and they revolutionized they way we filed documents. Now we could be more granular in the way we organized documents (now called files). All hail the Folder Tree. Now we could organize our files to the nth degree. Each level of the folder tree hierarchy further identified it’s contents. As long as you could follow the trail you would probably find what you were looking for.

Couple of problems with this. We are still relying on everyone doing things the exact same way when storing files. Any deviation makes the file nearly irretrievable. Second and perhaps as, if not more important, when user “A” opens the file to edit all subsequent users who attempt to open the same file may get a Read-Only notification. This prompt will inform the user that the file is open elsewhere for editing. Now User “B” returns and the file opens in the normal way but there appear to be changes and some of the calculations no longer work correctly. What now? Most users do not have the time or expertise to track down the culprit themselves. Hopefully (there’s that word again) someone in the organization will be able to repair the damage.

The modern solution to this and a myriad of other business related challenges is in the image to the left. Yes the cloud. A Document Management system in the cloud will deliver, in very short order, a platform to host all those files in a highly organized and customizable manner. Some systems are even smart enough to organize the files for you. They will “learn” about a specific document and after seeing it a couple of times be able to recognize, categorize and store the document for you. Bottom line is if you have an Internet connection then you have complete (based on who you are in the organization) access to all those files from anywhere. Home office, tablet at Starbucks or mobile device in the middle of nowhere (well almost nowhere, you still need Internet). No relying on a VPN connection, no traveling down folder-tree rabbit holes and most importantly no more wondering if you’re looking at the most current version of a file.

While most document management systems offer a broad range of features that can seem overwhelming when all you’re looking to do is capture, store and retrieve your files. It does not have to be that complicated. We have stood up very simple systems in a matter of days not weeks or months. And it can be done remotely. If this is an appealing concept then leave a comment and we’ll go from there.