As businesses become increasingly digital, it’s vital that they adopt best practices in document management. The more efficient the workflow for documents of a company is, the more successful and productive it can be. The good news is that changing method your team manages digital documents isn’t a burden. Like any rollout of technology, some team members may be more inclined than others to be able to adapt. To help you improve 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 speedy review and approval processes.
Poorly managed processes for reviewing and approving documentation is a major reason why organizations miss deadlines. By automating as much of the process as well as providing a clear and easy to follow organizational structure your team will have an easier time keeping up with their documentation requirements.
#2 Implement a consistent file indexing system
It is easy to misplace or lose files without a standard naming convention or a clear hierarchy of filing. This is particularly applicable to important and legal documents. To avoid such issues you and your team must use a consistent color-coding the alphabetical or numerical system to create an indexing system that is simple to understand and follow.
The team you work with should consider installing access control for every document in addition to the standard naming system as well as an indexing system. This will ensure that your documents are only accessed by authorized individuals and can safeguard sensitive data and information. Version control allows you to keep track of changes and ensure that you have the most current version of each document.
http://www.ondataroom.com/data-room-software-for-making-businesses-more-efficient