Document management best practices are crucial for companies as they move towards becoming more digital. The more efficient the workflow for documents in a company is, the more productive and successful it could be. The good thing is that changing the ways your team organizes its digital documents isn’t a burden. However, just like any other technology implementation, certain team members will be more apt to change than others. To help you improve the efficiency of your team’s digital document management we’ve compiled seven helpful tips to get the most out of your document management system.
#1 Establish clear and rapid review and approval procedures.
Unorganized processes for the review and approval of documentation are a major reason why organizations miss deadlines. By automating as much of the process as you can and establishing a clear and simple order to your folders, your team will have an more easy time keeping track of their documentation obligations.
#2 Implement a consistent file indexing system
It is easy to misplace or lose files if there is no standard naming convention and clear hierarchy of filing. This is especially true for critical and legal documents. To avoid these issues you should create an indexing system with an alphabetical system, color-coded system, approach, or a numbers that are easy for your team members to understand and follow.
In addition to an existing indexing and naming system, your team should also consider the implementation of access controls for each document. This will ensure your documents can only be accessed by authorized personnel and protect sensitive information. Moreover, version control allows you to monitor changes and ensure that the latest version of the document is always available.