Document management best practices are essential for companies as they move towards becoming more digital. The more efficient a company’s document workflow is, the more efficient and profitable it will be. It’s not difficult to change the manner in which your team manages its digital documents. But, like any technology deployment, some team members are more likely to change than others. To help you improve the efficiency of your team’s document management system we’ve compiled seven helpful tips to make the most of due diligence your document control system.
#1 Establish clear, rapid review and approval processes.
One of the main reasons organizations fail to meet deadlines is due mismanagement of documentation review and approval systems. By automating as much of the process as is possible and establishing a clear and intuitive organizational structure your team will have a much easier time keeping up with their documentation obligations.
#2 Implement a consistent file indexing system
Without standardized naming conventions or clear hierarchy of filings it can be very easy to lose files, or lose them completely. This is particularly true for critical and legal documents. To avoid these issues you should create an indexing system with the use of color-coding systems, an alphabetical method, or numerical system that is easy for your team to understand and follow.
Your team needs to consider the implementation of access control for each document in addition to the standard naming system as well as an indexing system. This will ensure your documents can only be accessed by authorized individuals and protect sensitive information. Furthermore, the control of versions allows you to keep track of changes and ensure that the most current version of the document is always accessible.