Document management best practices are vital for companies as they move towards becoming more digital. The more efficient a company’s document workflow is, the more efficient and successful it could be. The good news is that changing the way that your team organizes digital documents doesn’t have to be hard. But, like any technology rollout, some team members will be more inclined to change than others. To help you improve the efficiency of your team’s digital document management we’ve put together seven tips to get the most out of your document management system.
#1 Establish clear and rapid review and approval processes.
Mismanaged systems for the review and approval of documentation are one of the major reasons why organizations miss deadlines. By automating as much of the process and providing a clear and well-organized organizational structure your team will have a much better time completing their documentation obligations.
#2 Implement a consistent file indexing system
It is easy to misplace or lose files without a standard naming convention and a clear hierarchy of filing. This is especially relevant to critical and legal documents. To avoid such issues, you must create an indexing method that incorporates an alphabetical system, color-coded system, scheme, or numeral system that is easy for your team to comprehend and follow.
In addition to an established indexing and naming system your team must also consider creating access control for each document. This will ensure that your documents are only accessible to authorized people and can safeguard sensitive information and data. In addition, version control will allow you to track changes and ensure that the most recent version of any document is always accessible.
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