Document management best practices are crucial for businesses as they become more digital. The more efficient the workflow process for documents of on data room a company is, the more effective and productive it can be. It’s not that difficult to alter the manner in which your team manages its digital documents. As with any rollout of technology some team members may be more apt than others to adjust. To help you improve your team’s document management system we’ve put together seven tips to get the most out of your document management system.
#1 Establish clear and rapid review and approval procedures.
The main reason why organizations miss deadlines is due mismanagement of system for reviewing and approving documentation. Automating as much of the process and establishing an easy-to-read organization of your folders will assist your team to keep up with their obligations to document.
#2 Implement a consistent file indexing system
It is easy to misplace or lose files if there is no standard naming convention or a clear filing hierarchy. This is especially the case for critical and legal documents. To prevent these issues your team should utilize an uniform color-coding either numerical or alphabetical system to create an indexing system that is easy to comprehend and follow.
The team you work with should consider setting up access controls for each document, in addition to an established naming system and indexing system. This will ensure that your documents can only be accessible by authorized users that are able to protect sensitive information and data. Moreover, version control allows you to monitor changes and ensure that the most current version of each document is always accessible.