Documents and data are integral elements of just about any organization. As they grow and expand, so does the volume of data and documents. And for most companies, managing a growing amount of business documents and records can become challenging and time-consuming.
This article shares valuable tips to help control your documents and records and simplify their management.
1. Start with Goals and Objectives
As with any business initiative, determining your goals and objectives is the first step. Document management is no exception.
Unfortunately, companies fail to set goals and determine how to measure progress. Without clear objectives or reasons for document management initiatives, you can’t easily know if you’ve successfully simplified the process.
As such, it’s essential to sit down and set your goals for the project.
What are you trying to achieve by simplifying your document management process? Do you want to improve collaboration? Are you looking to save on documentation time and storage costs? Maybe you want employees to find documents faster?
Regardless of your objectives, you need to be as specific as possible. Also, determine any metrics and key performance indicators to help measure your progress against your goals.
2. Digitize as Much as Possible
Modern businesses collect and produce so much data and documents that the traditional paper-based filing system is no longer viable. You need to digitize as many documents as possible to streamline your document management processes.
As consumers and businesses rely more on digital technologies, document digitization only makes sense to keep your data filing organized and easier. Document digitization refers to converting physical paper documents and records into digital versions using various tools and techniques like document scanning and portable document format conversions for easier management.
If you go digital with your documents, capture content as close to the point of origin as possible. Doing so helps improve data quality and saves you time.
For instance, you can provide electronic forms instead of filling up physical forms. It allows you to extract data directly from a virtual document, reducing manual data entry and simplifying data collection.
3. Invest in a Reliable Document Management Solution
A centralized solution that captures, stores, and handles all documents and files are at the core of any effective document management process. However, the most robust document management system does more than store document copies — it allows team members to collaborate, enhance document security and compliance, and track document revisioning.
Since it will be at the heart of your document management process, you need to take your time to find the best solution that fits your business needs and goals. You should consider several factors when searching for the best document management software for your company. These include:
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Types
Document management systems fall into two categories — on-premise and cloud solutions. With on-premise software, you get full access and control over the system. However, it comes with a higher upfront cost since you need to provide the servers and storage and hire a dedicated information technology staff to run and maintain the system.
On the other hand, with a cloud document management system, you don’t have to worry about managing and maintaining the system. You only need to worry about a fixed monthly fee. You’ll have to rely on the provider to keep the system functional and secure. As such, a cloud solution is the preferred method for most businesses.
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Features
You want to choose a system with basic document management functionalities and features, including collaboration, document editing and revisioning, access control, automation, and reporting management.
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Security
Since it will manage critical business data, the best document management system should prioritize data security. The system should have robust security protocols, including encryption and access control. Also, make sure that the provider is fully compliant with industry security standards.
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Integration Capability
A good document management software should seamlessly integrate and work with existing business processes and platforms such as accounting and customer relationship management or CRM. It should also integrate well with document-related tools such as electronic signatures or scanners.
4. Develop Consistent Directory and Filing Structures
Most companies don’t have a standard document naming and filing structure. In this case, employees can create their own folder structures and file naming systems. Although it may be convenient for employees, this can create complications when documents are stored in a single repository.
To prevent confusion and wasted time searching for a specific document, develop a standard directory and filing structures for all your documents. Create a template that instructs managers and team members on properly naming and filing documents. It ensures consistency and uniformity, allowing team members to find and pull out the right document easily.
5. Track Versions
Documents go through a lot of revisions. While unavoidable, you don’t want to revise a document several times and forget which is the latest version. Or perhaps you edited a document, but upper management prefers the previous versions.
Fortunately, most document management systems have version control. An audit trail gives you an overview of who made changes and when. Plus, it helps you track the movement of various data and documents within your company.
6. Train and Audit Team’s Adherence
Your document management process can only improve if everyone is on board. As such, when making the necessary changes to your document processes, properly communicate it to the rest of the company.
You can provide the necessary training in using a new document management system and filing standards. This ensures your employees can effectively use the system and implement the required changes.
That said, training isn’t the end. You also need to track how employees fulfill the process. You must conduct regular checks and reviews to ensure everyone adheres to your document management strategy’s processes and methods.
Takeaway
As you can see, managing your documents doesn’t have to be a headache, especially when you have a document management process in place. Following the tips mentioned above can streamline the process. Just remember the most important part: everyone in the company should be on board. With every team member involved, you can effectively control the flow of information, protect sensitive data, enhance accessibility and productivity, and improve overall documentation compliance.
