Let’s play a game. It’s called, “Would You Rather?”.

Would you rather be trapped in a room for 2 hours searching for an old file OR be able to access the file with the click of a button? 

Storing documents and retrieving them is a costly and time-consuming task. Did you know it’s possible to store documents electronically on your computer and then easily access them by simply entering a customer’s account number? You will never have to waste time searching for important contracts or old documents again. However this solution may or may not be best for your organization. 

Here are some pros and cons of using a digital file management program.

CONS

• Cost – When an organization decides to store their paper-based data electronically there will be a lot of data that needs to be scanned and converted. There are also expenses with hardware and software to set up the program. 
• Security – You should already have a malware and security software on your computer to prevent any hacking of information. If you don’t you will need to get it in place before electronically storing customers confidential information.

PROS

• Saving Time – Look up handwritten notes, returned checks, lease agreement copies, and any other documents. You can even save purchase orders, invoices, packing slips, and any office forms. By freeing up time spent on filing, customer service personnel can use their time more productively. 
• Sorting Data by Customer – Mango File can be used as a stand-alone system or easily integrated with RMA to store contracts, leases, or any other documents directly in customer accounts. 
• Preventing Lost Documents – Once filed, documents cannot be lost or misplaced. Finding documents within RMA is as easy as pulling up a customer account to see all the documents assigned to that account.
•  Improving Customer Communication – Send stored copies of documents directly via email, or even to a fax machine.

If the PROS outweigh the CONS for your organization, Advantage Route Systems has a module for Route Manager called Mango File. It was designed to operate as a virtual filing cabinet, complete with drawers and file folders. Simply scan a document, and save it directly to a customer account. With all of your documents stored electronically on your computer or a server, you make them easily accessible to your entire team.

If this sounds like a dream to you, we can make it happen with our Mango File module. Some other favorite features of Mango File are:

• Retrieve documents quickly and easily
• Store critical documents together
• Improve customer service
• View, fax, print, and send files to your customers
• Eliminate the cost of filing cabinets, folders, and storage rental
• Edit scanned files and save copies in your customer accounts
• Save PDF copies of invoices to customer accounts