Document management best practices are vital for businesses as they become more digital. The more efficient the document workflow of a business is, the more efficient and productive it could be. The good part is that changing the method your team organizes digital documents isn’t a burden. Like any technology upgrade, some team members will be more willing to change than others. To help you improve the efficiency of your team’s digital document management we’ve compiled seven helpful tips to get the most out of your document control system.
#1 Establish clear and rapid review and approval processes.
Mismanaged systems for the review and approval of documentation are the main reason why companies fail to meet deadlines. By automating as much of the process as possible and providing a clear, simple organizational structure your team will have an better time completing their documentation obligations.
#2 Implement a consistent file indexing system
Without standardized naming conventions or clear hierarchy of files it can http://www.ondataroom.com/how-to-use-data-room-software-safeguards-and-why-theyre-important be very easy to lose files or lose them completely. This is especially true for critical and legal documents. To avoid this, your team should use a consistent color-coding, alphabetical or numerical system to create an indexing system that is easy to understand and follow.
In addition to the standard indexing and naming system your team should also consider setting up access controls for each document. This will ensure your documents can only be accessed by authorized individuals and protect sensitive information. Version control lets you track changes, and always have the most recent version of each document.
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