{"id":244809,"date":"2022-12-06T01:49:11","date_gmt":"2022-12-05T23:49:11","guid":{"rendered":"https:\/\/mypr.co.za\/?p=125921"},"modified":"2022-12-06T01:49:11","modified_gmt":"2022-12-05T23:49:11","slug":"in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business","status":"publish","type":"post","link":"https:\/\/www.myza.co.za\/press\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business\/","title":{"rendered":"In 2023 Spend Less Time Managing Paper And More Time Focusing On Your Business"},"content":{"rendered":"<aside class=\"scaip scaip-1 \">\n<aside id=\"republication_tracker_tool-2\" class=\"republication_tracker_tool clearfix\">\n<h5 class=\"adtitle\">Republish for Free<\/h5>\n<div class=\"license\">\n<p><button name=\"Republish This Story\" id=\"cc-btn\" class=\"republication-tracker-tool-button\">Republish This Story<\/button><\/p>\n<p><a class=\"license\" rel=\"noreferrer license noopener\" target=\"_blank\" href=\"http:\/\/creativecommons.org\/licenses\/by-nd\/4.0\/\"><img decoding=\"async\" alt=\"Creative Commons License\" class=\"lazyload\" src=\"http:\/\/www.myza.co.za\/press\/wp-content\/uploads\/2022\/12\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business.png\"><\/a><\/p>\n<p><img decoding=\"async\" alt=\"Creative Commons License\" src=\"http:\/\/www.myza.co.za\/press\/wp-content\/uploads\/2022\/12\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business.png\"><\/div>\n<div class=\"message\">\n<p>Republish our articles for free, online or in print, under a Creative Commons license.<\/p>\n<\/div>\n<\/aside>\n<\/aside>\n<h2><b>Document Management System in South Africa<\/b><\/h2>\n<p><span>Document management is the process in which information is created, shared, organized, and stored in an efficient and appropriate manner. Choosing the right document management system is essential.<\/span><\/p>\n<p><span>The purpose of a <\/span><a href=\"https:\/\/www.papertrail.co.za\/\"><span>document management system<\/span><\/a><span> is to store and retrieve documents with ease. Storing documents in an organized, secure environment makes it easier to find documents.<\/span><\/p>\n<p><span>Create standard rules and permissions when storing documents.<\/span><\/p>\n<p><span>Contracts, Invoices, statements, GRNs, PODs, HR documents, Templates, and a variety of documents during normal business practice.<\/span><\/p>\n<p><b>For example:<\/b><\/p>\n<p><span>Standard business documents and templates and where they are located.<\/span><\/p>\n<p><span>There should be a structure that needs to be adhered to.<\/span><\/p>\n<p><span>Document indexing needs to include the required metadata (Index fields).<\/span><\/p>\n<h2><b>Procedures to follow when actioning documents.<\/b><\/h2>\n<p><span>What is important in document filing is where the documents are filed and the actions that should follow. To ensure uniformity, consistency, and efficiency when documents require different users actioning, revising, collaborating, or editing documents, you need to decide on how that should be done.<\/span><\/p>\n<h2><b>When storing documents:<\/b><\/h2>\n<p><span>The largest cost of physically storing documents is the cost of people filing and searching for documents. Then there are the other costs of physical storage cabinets, files, paper, etc.<\/span><\/p>\n<p><span>The other criterion for archiving documents is to follow good file management practices. When files in your document management system are outdated, expired, or ready to be disposed of, PaperTrail allows you to archive old documents automatically.<\/span><\/p>\n<h2><b>A simple way to retrieve documents<\/b><\/h2>\n<p><span>By following a strict naming convention, documents are much easier to find.<\/span><\/p>\n<p><span>A file naming convention will enable users to navigate directly to where specific files are located.<\/span><\/p>\n<p><span>For instance, a division with a file location could be:<\/span><\/p>\n<p><b>Creditors:<\/b><span>&nbsp;Folders \u2013 Invoices, Recons, Proof of payments, Supplier contracts, GRNs, Orders, Payment batches<\/span><\/p>\n<p><b>Debtors:<\/b><span>&nbsp;Folders \u2013 Delivery notes, Invoices, Statements<\/span><\/p>\n<p><span>Folders are labeled according to context; the same way the drawers of a filing cabinet are labeled.<\/span><\/p>\n<p><span>Written by&nbsp;<\/span><b>Steve Neaves<\/b><\/p>\n<p><span>Sales Consultant at Egis Software<\/span><\/p>\n<p><span>This article was first published at https:\/\/www.papertrail.co.za\/document-management-systems-south-africa\/<\/span><\/p>\n<p><span>This article was first published at https:\/\/topclickblogs.co.za\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business\/<\/span><\/p>\n<p><a href=\"https:\/\/mypr.co.za\/?attachment_id=125922\"><img loading=\"lazy\" decoding=\"async\" alt width=\"808\" height=\"632\" class=\"aligncenter wp-image-125922 size-full lazyload\" src=\"http:\/\/www.myza.co.za\/press\/wp-content\/uploads\/2022\/12\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business.jpg\"><\/a><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-125922 size-full\" src=\"http:\/\/www.myza.co.za\/press\/wp-content\/uploads\/2022\/12\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business.jpg\" alt width=\"808\" height=\"632\"><\/p>\n<p><strong>Video:<\/strong> In 2023 Spend Less Time Managing Paper And More Time Focusing On Your Business<\/p>\n<p><strong>More Info on In 2023 Spend Less Time Managing Paper And More Time Focusing On Your Business here:<\/strong> <a href=\"https:\/\/topclickblogs.co.za\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business\/\" target=\"_blank\" rel=\"nofollow noopener\">https:\/\/topclickblogs.co.za\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business\/<\/a><br \/><strong>Twitter<\/strong>: <a href=\"https:\/\/twitter.com\/topclickmediasa\" target=\"_blank\" rel=\"nofollow noopener\">https:\/\/twitter.com\/topclickmediasa<\/a><br \/><strong>Facebook<\/strong>: <a href=\"https:\/\/www.facebook.com\/topclickmediaSA\/\" target=\"_blank\" rel=\"nofollow noopener\">https:\/\/www.facebook.com\/topclickmediaSA\/<\/a><\/p>\n<p><a href=\"http:\/\/mypr.co.za\/save-with-myprs-monthly-flat-fee\/\">CLICK HERE to submit your press release to MyPR.co.za<\/a>.<\/p>\n<p> <span class=\"post-views-icon dashicons dashicons-chart-bar\"><\/span> <span class=\"post-views-label\">Press Release Views since 1 July 2022:<\/span> <span class=\"post-views-count\">104<\/span> <\/p>\n<div class=\"entry-pagination pagination\">Pages: <span class=\"post-page-numbers current\"><span class=\"screen-reader-text\">Page <\/span>1<\/span> <a href=\"https:\/\/mypr.co.za\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business\/2\/\" class=\"post-page-numbers\"><span class=\"screen-reader-text\">Page <\/span>2<\/a><\/div>\n<p><a href=\"https:\/\/mypr.co.za\">Source: MyPR.co.za<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Republish for Free Republish This Story Republish our articles for free, online or in print, under a Creative Commons license. Document Management System in South Africa Document management is the process in which information is created, shared, organized, and stored in an efficient and appropriate manner. Choosing the right document management system is essential. The [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":244810,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","ngg_post_thumbnail":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2}},"categories":[9021,1],"tags":[3257],"class_list":{"0":"post-244809","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-mypr","8":"category-south-africa","9":"tag-mypr","10":"entry"},"jetpack_publicize_connections":[],"jetpack_featured_media_url":"https:\/\/www.myza.co.za\/press\/wp-content\/uploads\/2022\/12\/in-2023-spend-less-time-managing-paper-and-more-time-focusing-on-your-business.png","jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/posts\/244809","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/comments?post=244809"}],"version-history":[{"count":0,"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/posts\/244809\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/media\/244810"}],"wp:attachment":[{"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/media?parent=244809"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/categories?post=244809"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.myza.co.za\/press\/wp-json\/wp\/v2\/tags?post=244809"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}