As businesses become increasingly digital, it’s essential to adopt document management best practices. The more efficient the document workflow of a business, the more successful and productive it could be. The good part is that changing the way that your team manages digital documents does not have to be difficult. As with any rollout of technology certain team members might be more likely than others to adapt. To aid you in improving 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 speedy review and approval procedures.
A primary reason organizations miss deadlines is due to poorly managed documentation review and approval systems. Automating as much as possible of the process and establishing a clear, intuitive organization of your folders will assist your team keep up with their documentation requirements.
#2 Implement a consistent file indexing system
It is easy to lose or lose files if there is no regular naming convention and a clear hierarchy of files. This is particularly true for legal and critical documents. To avoid these issues, you must devise an indexing system using a color-coding https://ondataroom.com/beginning-work-with-due-diligence-data-room/ system, alphabetical scheme, or numbers that are easy for your team members to understand and follow.
The team you work with should consider setting up access controls for each document, in addition to the standard naming system as well as an indexing system. This will ensure that your documents are only accessible by authorized users, which can protect sensitive data and information. Version control lets you monitor changes and to have the most recent version of each document.