Companies of all types have discovered the incredible value of operating in the virtual space. In short, they are increasingly using the online world to reach out to target audiences, close deals, generate sales, establish partnerships and hire employees.
As the popularity and prevalence of online business operations continue to rise, so does the need for digitizing, creating, sending, and signing documents virtually. Although administrators across all market sectors and industries can benefit from effective online document management, it has become absolutely essential in the document-heavy legal, financial services, and real estate fields.
As electronic documents (e-documents) have become the modern norm, the era of the physical filing cabinet has faded into the past. But how can you ensure that your e-documents are safe, secure, and ready for easy retrieval? Here are four basic tips to put you on the right path.
- Collect documents using a document management system
Begin building your e-document system by importing your existing records into a single centralized digital hub. This will involve digitizing paper documents to create a complete virtual archive. IT experts have designed a variety of e-document management systems that make it easy for administrators to maintain the records their business needs.
- Organize e-documents for easy retrieval
The e-documents that you import will do you little good if you cannot readily access them when needed. This means that they must be stored in a logical way. A good e-document management system will save documents as digital files that can then be placed in relevant digital folders. By taking a consistent approach to naming these folders and placing them in a systematic order, you can ensure that they are easy to find and retrieve. Remember that you can create subfolders within any folder.
- Keep your document files in the cloud
For maximum security and convenience, consider cloud e-document file storage. This will not only save your documents from potential server losses but facilitate universal access by letting authorized individuals retrieve and/or edit files from any device at any location.
- Avoid clutter on your access devices
Although it is critical to position you e-document files for easy retrieval, placing too may files at your fingertips can also create problems. When organizing digital documents, be sure to keep your digital desktop relatively clean, or your entire system will become cluttered and difficult to use.
Remote Legal Notarization of Online Documents
As professionals in the legal, financial services, and real estate sectors know all too well, many documents require official notarization to be valid. And this is just as true for e-documents as it is for traditional paper documents.
Fortunately, legal notarization through a registered notary public is now easily attainable and widely available through remote online notarization (RON). If you’re looking for anything from multilingual notarization to quitclaim deed service near you, contact a representative of First Class Signing Service today. Our remote online signing services give our clients the ability to sign at any time, anywhere in the United States.