As businesses are becoming increasingly digital, it is essential to implement best practices in document management. The more efficient the company’s workflow for documents is, the more productive and successful it can be. The good news is that changing ways your team manages digital documents doesn’t have to be hard. Like any rollout of technology, some team members may be more apt than others to adjust. We’ve compiled seven suggestions to aid in improving the efficiency of managing digital documents within your team.
#1 Establish clear and rapid review and approval processes
Poorly managed systems for reviewing and approving documentation is a major reason why organizations do not meet deadlines. Automating as much as you can of the process and establishing an organized, clear structure for your folders will help your team keep up with their obligations to document.
#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 especially important for legal and sensitive documents. To prevent these issues your team should employ an standardized color-coding and alphabetical or numerical system to create an indexing system that is simple to comprehend and follow.
In addition to a standard indexing and naming system, your team should also consider setting up access controls for each document. This will ensure that your documents can only be accessible to authorized people, which can protect sensitive information and data. Additionally, version control allows you to monitor changes and ensure that the most current version of the document is always accessible.