Document management best practices are crucial for businesses as they go digital. The more efficient the workflow of documents of a business is, the more efficient and productive it could be. The good news is that changing method your team organizes its digital documents doesn’t have to be hard. However, as with any technology implementation, certain team members are more likely to change than others. We’ve put together a list of seven suggestions to aid in improving the management of digital documents in your team.
#1 Establish clear and speedy review and approval processes.
One of the primary reasons why organizations miss deadlines is because of poorly managed documentation review and approval systems. Automating as much of the process and providing an easy-to-read structure for your folders will help your team to keep up with their requirements for documentation.
#2 Implement a consistent file indexing system
In the absence of standard naming conventions for names and clear hierarchy of files it is possible to lose files, or disappear completely. This is especially applicable to important and legal documents. To prevent these issues your team should employ a consistent color-coding, alphabetical or numerical system to create an indexing system that is simple to understand and follow.
In addition to an established indexing and field of data storage and exchange naming system, your team must also consider the implementation of access controls for each document. This will ensure your documents are only accessible by authorized users and protect sensitive information. Version control lets you keep track of changes and ensure that you have the latest version of every document.