As businesses shift to digital, it’s vital to implement best practices in document management. The more efficient the workflow of documents of a business is, the more efficient and productive it will be. The good news is that changing way your team organizes documents on digital doesn’t have to be a hassle. However, just like any other technology deployment, some team members will be more apt to adapt than others. We’ve compiled seven suggestions to help you improve the digital document management within your team.
#1 Establish clear and speedy review and approval procedures.
Poorly managed processes for reviewing and approving documentation is a major reason why organizations are late on deadlines. By automating as much of the process as you can as due diligence well as providing a clear and simple folder structure your team will have a much less trouble keeping up with their documentation requirements.
#2 Implement a consistent file indexing system
It is easy to lose or lose files without a standard naming convention or a clear filing hierarchy. This is particularly the case for critical and legal documents. To prevent these issues your team should utilize the same color-coding system either numerical or alphabetical system to create an indexing system that is simple to understand and follow.
In addition to a standard indexing and naming process, your team should also think about the implementation of access controls for each document. This will ensure your documents are only accessible by authorized people and safeguard sensitive data. Version control allows you to track changes, and always be up-to-date with each document.