Document management best practices are essential for businesses as they become more digital. The more efficient the company’s workflow for documents is, the more efficient and successful it could be. It’s not that difficult to alter the manner in which your team manages its digital documents. As with any technology rollout certain team members might be more willing than others to change. To assist you in improving your team’s digital document management We’ve put together seven suggestions to make the most of your document control system.
#1 Establish clear and rapid review and approval procedures.
One of the primary reasons why organizations miss deadlines is because of poorly managed processes for reviewing and approving documents. Automating as much of the process and providing a clear, intuitive organization of your folders will assist your team stay on top with their documentation obligations.
#2 Implement a consistent file indexing system
Without standardized naming conventions and clear hierarchy of filings, it can be easy to lose files, or lose them completely. This is especially true for legal and critical documents. To avoid such issues, you must devise an indexing system that includes an alphabetical system, color-coded system, system, or numerical system that is simple for your team to understand and follow.
Your team needs to consider installing access control for every document, in addition to an established naming system and indexing system. This will ensure that your documents can only be accessed by authorized people and safeguard sensitive information. In addition, version control allows you to keep track of changes and ensure that the most current version of every document is always available.
