The world of business is changing, and it’s evolving at an exponential rate. To keep up with these changes, you need to be able to manage the flow of information in your company.
So, if you’re not using a document management system yet, here are seven practices that will help you get started today:
1. Aim For The Best Document Management Software For Your Business
Choosing the best document management software will ensure that your documents are stored securely, which is especially important if you’re in the most highly regulated industry, such as healthcare or finance.
The first step is understanding how it integrates with other systems and processes within your organization. For example, suppose you already use another system to manage customer data. In that case, it may make sense to use the same cloud storage service provider (CSP) and have an integrated solution where all of the customer’s documents are stored in one central location.
It will help you ensure that your system is aligned with your company’s existing infrastructure and processes. If you don’t consider integrating the solution into existing systems before purchasing it, you might have trouble managing all your documents later.
2. Scan Your Paper Documents Using A Data Capture Software
Scanning documents is the best way to digitize them. While you can use a scanner to scan paper documents, you should be aware that it is not the most efficient method. Data capture software is more advanced and easier to use than traditional scanners.
Data capture software is also better at protecting your paper-based records. Traditional scanners use optical character recognition (OCR) technology to convert images into text. Still, this process can’t handle every type of document or handwriting style reliably—and even if it could, there’s still no guarantee that your scanned data will be accurate or legible in the future if the format changes.
In contrast, data capture software lets you turn physical forms into digital files as easily as taking a photo with your phone: just line up your document under an overhead camera and snap away! It even helps improve accuracy by using algorithms designed specifically for different types of documents—like invoices, receipts, and business cards—instead of relying on OCR technology alone.
3. Have Consistent Version Control
Version control is a process where you store, track and manage changes in your company documents. Version control will allow you to easily revert back to older versions of your files if needed. It’s also possible to collaborate on documents with multiple people in your company who have access rights to the document. If someone wants to make changes to a document, they can make a change request in a different tab or page that’s separate from the original file itself (called draft mode). This makes it easy for all users working on the project without having any conflicts about who’s editing what part of which version of the document at any given time.
4. Use Clear Indexing
Indexing is an essential part of document management. It’s the process of creating a list of all the documents in a folder so they can be easily found later.
Indexing can be done manually or automatically, depending on your needs. For example, if you have lots of folders with hundreds or thousands of documents and need to be able to search for them quickly, using an indexing software program is more efficient than doing it manually. Some programs will even create an electronic ’table of contents’ that makes it easy to jump straight to any document within the folder without browsing through all the files one by one!
5. Limit Access To Your Most Sensitive Documents
Next, limit access to your most sensitive documents. A review of your document management system will help you do this. If you have a single password-protected folder that everyone can access, consider creating subfolders for each team member with appropriate permissions. You also need to consider how these files are protected from unauthorized users attempting access via email or other means. A password manager is a must-have for this task.
If you have multiple users who need access to a document but don’t want them to have access all at the same time, then create a separate folder for each user and give them specific permissions. This way, if someone needs access to a document, they can simply check the box next to their name. The other users won’t be able to open it until they log in with their own password.
6. Automate The Process Of Moving And Organizing Documents Throughout Your Workflows
Automation is the key to efficient and effective document management. By automating the process of moving, organizing, and storing documents throughout your workflows, you can significantly save time spent on these processes by both yourself and your employees. This will help eliminate errors or delays in transmission because they will not be caused by manual labor.
The benefits of automating this process include:
- Increased speed and accuracy in document management operations.
- Reduced risk of error due to human error.
- Reduced cost due to less time spent on manual tasks.
Conclusion
Company document management is a huge part of any business. If you don’t have a system in place, it can quickly get out of control and cause problems later on. The best way to deal with this is by implementing a software solution that will allow employees to work more efficiently while also allowing them to access important documents quickly without worrying about whether or not they’re actually where they should be physically located!
