As businesses are becoming increasingly digital, it is essential that they adopt document management best practices. The more efficient the workflow for documents of a business is, the more successful and productive it will be. It’s not hard to alter the manner in which your team manages its digital documents. However, as with any technology deployment, some team members will be more inclined to change than others. To help you improve the efficiency of your team’s document management system We’ve put together seven suggestions to get the most out of your document management system.
#1 Establish clear and speedy review and approval processes
Inefficient systems for reviewing and approving documents are the main reason why companies are late on deadlines. Automating as much as possible of the process and providing an organized, clear folder structure will help your team to keep up with their documentation obligations.
#2 Implement a consistent file indexing system
It is easy to misplace or lose files without a standard naming convention and clear filing hierarchy. This is especially the case for critical and legal documents. To avoid these issues your team should employ an standardized color-coding the alphabetical or numerical system to create an indexing system that is easy to comprehend and follow.
Your team should think about the implementation of access control for each document in addition to the standard naming system and indexing system. This will ensure that your documents can only be accessible to authorized people and can safeguard sensitive data and information. Version control lets you monitor changes and to have the latest version of every document.
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