As businesses move towards digital, it is essential that they embrace document management best practices. The more efficient the workflow process for documents of a company is, the more successful and productive it could be. It's not that difficult to alter the ways your team organizes its digital documents. But, like any technology rollout, some team members are more likely to change than others. To help you improve your team's document management system We've put together seven suggestions to make the most of your document control system.
#1 Establish clear and swift review and approval processes.
The main reason why organizations miss deadlines is due to mismanaged document review and approval systems. By automating as much of the process as you can and establishing a clear and simple order to your folders, your team will have an better time completing their documentation requirements.
#2 Implement a consistent file indexing system
It is easy to misplace or lose files if there is no regular naming convention and a clear filing hierarchy. This is especially the case for critical and legal documents. To prevent these issues, your team should use a consistent color-coding, alphabetical or numerical system to create an indexing system that is simple to comprehend and follow.
In addition to the standard indexing and naming system your team should consider the implementation of access controls for each document. This will ensure that your documents are only accessed by authorized individuals, which can protect sensitive data and 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.