In Document Management, Insights & Ideas

Every morning I seem to spend at least five minutes looking for my sunglasses before I head out the door to work. Hiding places have ranged from my purse (where they actually belong), the dining room table, my car, and countless other places. Mornings would be so much easier if I put my sunglasses in the same spot every night when I walk in the door.

Misplacing things you use every day isn’t just frustrating it’s a time waster. It’s said that the average American wastes 55 minutes a day (roughly 12 days a year) looking for things they own but cannot find. Looking for lost items doesn’t just happen at home. Forbes says that an average executive spends six weeks a year searching for lost information.

The irony of this statement is most people crave organization in their life. I, for example, color code everything I do at work using different pens, highlighters, and post-it notes to create balance in my schedule and to-do list.  The problem is in an office, employees have different ways of doing things. Sally may enjoy saving documents to the proper client folder while Jack prefers saving locally to his desktop until the case is resolved.

Finding Those Lost Documents

There are ways to cut down time wasted looking for misplaced information and documents at your firm. Document management (DMS) helps develop an organized filing and storing system.

By using DMS for files you can search for files using the file name, date created, keywords, file author, and many other options. This process eliminates clicking multiple folders only to be disappointed when you can’t figure out where you saved something.

Using DMS has its perks but there are still drawbacks. If your firm heavily relies on PDFs, then you may not always be able to search the content of those files to locate them. Law firms have an estimated 20-30% of their files as non-text searchable. That’s a lot of files to hope are filed right since you can’t search their contents easily.

Imagine, however, you could search PDFs for keywords making your file hunting easier? This is where optical character recognition (OCR) software comes in to play! OCR software turns non-text searchable files (like all those PDFs that sit on your desktop) into text searchable files. Once installed, OCR software continually works to update all files to text searchable as they enter your DMS.

Sounds like a smart idea, right? You can rest assured it is (your firm has more files than you think)!

With one download, Trumpet’s OCR Analyzer allows you take a full look at all your firm’s files and see how many of your documents are or are not text searchable. It’s that easy to start to find “lost” files.

My Firm is Great at Organizing Files. There’s No Way We’re Wasting That Much Time.

Human’s aren’t perfect. So, it’s inevitable that even the most organized firm has documents erroneously filed. The great thing about the Symphony OCR Analyzer is this download gives you a free 30-day trial and gives you precise information on how many non-text searchable files your firm has along with how many pages and whether or not there are corrupt files. It tells you how many files are “lost” in your firm and can be converted into text searchable documents.

You can’t win if you don’t try so it’s always worth the effort to take a deeper look at your firm’s files and make sure everything is at peak searching conditions. Learn more about Trumpet’s Symphony OCR and try the software free for 30 days.

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