How to Manage Documents and Finances


Manage Financials and documents

Financial documents are essential to running your business even if they’re as exciting as new products or services. They give you an insight into the financials of your business and can help you make better decisions.

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With the plethora of financial documents ranging from accounts receivable and payable, to inventory, payroll and more – a business must ensure they’re organized and easily accessible. This will prevent getting a miss and improve your cash flow. Additionally, properly managed financial documents help companies maintain compliance with the regulations, avoiding fines and other penalties.

Gather all your financial documents all in one place. Examine your kitchen counter and entryway desk office and car trunk or garage, basement or any other area where you accumulate papers. Next, toss all unnecessary paperwork, such as junk mail, catalogs and expired coupons. You may also want to throw out old product manuals or any other unused documents. Once you’ve collected all your documents, you can sort them into categories. For instance, you could have sub-categories for different credit cards or insurance policies. If you’re using a digital filing system, create folders for each category and use consistent naming conventions (e.g., «Year-Month-Day_Description»). This will simplify access for you and anyone else who requires access to your files later.

If you’re looking for a way to store your documents for the long-term, choose a storage solution that is secure and easily accessible. Some options include filing cabinets as well as offsite storage, or cloud-based document management systems. With the alternative you’ll be able immediately access your documents from any place with access based on permissions, which can be monitored and controlled. A DMS automates workflows that trigger alerts and escalations to ensure that processes are adhered to. This will reduce the amount of manual handling and error.

Financial industry documents are diverse, ranging from power of attorney documents and conservatorship papers to commercial account records and bank account records. In addition there are many legal documents, such as Sarbanes-Oxley, FRCP, SEC, Graham-Leach-Bliley and other laws that require proper control and management of sensitive information.

To handle the demands of these kinds of documents, you need to find a document management system that is easy to use and can be integrated with other systems within your organization. FileCenter is the best option since it’s inexpensive and doesn’t require a monthly subscription, and is compatible with any device. Plus, it’s compatible the majority of cloud services to facilitate file sharing for remote employees. If you’re interested in making the switch contact us today to learn how FileCenter can help improve your financial and document management processes. We offer a free 30 day trial as well as a no-obligation trial. We look forward to hearing from you!

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