What is Document Tracking Software?
Very simply, Document Tracking Software allows you to track your business documents between departments, sites and offsite secure storage if you use it. Document tracking is most often used in sectors which use case files - these sectors include medicine, the legal profession, fraud investigation and financial services. Very often a case file will have to be be moved between different people in the same building but different departments. Things get even more complex with larger organisations that may be spread over different sites in different cities. Since the documents involved in many of these sectors are often extremely valuable, they are also often stored offsite with a data storage company when they're not needed.
What to look for in Document Tracking Software
It's useful that your document tracking software supports the reading of barcodes. Barcodes are useful in that they enable employees to easily scan document identifiers. One of the most important aspects of document tracking is that it's essential that a process is so easy to do that staff always undertake the procedures you want them to follow. If you make things hard for your staff then they may use the procedure incorrectly and even worse might not do the procedure at all if it's complicated or fiddly.
It's crucial to not underestimate the importance of getting a good document tracking solution. If a document gets lost in the system then the amount of time taken to find it again is often directly proportional to the number of employees you have. It gets even worse if your organisation needs to move documents between different sites. Then there's an additional factor to take into consideration - many companies store their documents offsite with secure data storage and delivery companies such as Iron Mountain.