Businesses, no matter how small, depend on files or documents. Some jobs require professionals to face large volumes of documents each day, and it could take a lot of work to keep up. If you’re now finding this situation to be one of the productivity-eaters in your business, take it as a signal to prioritize improving your file and document management.
The goal is a workspace where files are appropriately organized, supporting productivity and efficiency. Understanding howwhat is document management system for business
to proceed with this is vital, regardless of your position or business type.
There are tried-and-tested tactics by those who have stayed on top of their file and document management that you can apply. This takes quite a beating to learn, but still doable nonetheless. Here’s how.
4 Basics Of File And Document Management For Businesses
1. Convert Physical Files To Soft Copy
If your business has been operative for many years now, it’s not surprising how you may have cabinets over cabinets of physical files. This system may have worked years back, but such may no longer be true. Being too dependent on physical files puts your business in a disadvantageous position, as one that’s obsolete and inefficient.
A good starting point for sound file and document management practices is converting as many physical files as possible to soft copies. It may entail long work days, but once you implement document management software, your business will realize the difference it’ll make.
It’s a keen enough move if you’ll invest in office equipment and tools like a document scanner paired with document scanning software. A good one can keep up with converting hard-copy files to soft copies. There are so many in the market, but the decision boils down to meeting the price point within the budget you can afford and the features your business needs.
2. Implement A Nested Folder System
A nested folder system means having a folder within a folder. This is a traditional but very structured way of keeping files. A nested folder system can be done with soft copy documents, starting with each team member’s work computers.
Having a uniform system of naming files and folders is a plus. This creates coherence across the business, making no distinction between departments. A nested and consistent method of naming files prevents confusion and human error for as long as a logical hierarchy system is followed.
For example, you can sort files by date if such applies. Or, if you’re organizing client or patient details, you can opt for an alphabetical system. This system should be individualized, so whatever mode you apply suits your business needs.
3. Track Documents Frequently
If you have documents that a group or department shares, it’s crucial to have a version tracking or history system. This is enough to go through all the changes, so whoever has final control over the same document can review all the revisions. This ensures accuracy, such that you can be sure no data is edited in a manner it shouldn’t.
A powerful example applies to financial documents. There will be changes, primarily when errors are found. However, tracking the version history assures that the amounts inputted are factual, with none of them changed for malicious intent.
4. Use Cloud Storage
Once you transition from physical files to soft-copy documents, there are generally two options for a document management system: on-premise and cloud storage. There are distinctions between both, the most basic of which is as follows:
On-premise Storage. This type of storage enables all users to control the saved documents from a server within your business. This works better than keeping records in bulky and space-eating file cabinets. It also means that your team has to be in the office to work with and access those files.
Cloud Storage. This means that documents are saved on third-party servers. This is advantageous if your business has remote workers, where working on the go is doable. Team members don’t need to be confined to the physical office to access files.
While both on-premise and cloud storage are still significantly better than physical file storage, it’s safe to say that cloud storage reigns supreme. In this day and age where speed of delivery means so much, team members can do work wherever they are. As long as a stable internet connection exists, accessing, editing, opening, and discussing matters in those documents can be done.
Final Thoughts
Now that you come equipped with the tips above implementing practical file and document management is something you can do with ease. There are so many benefits to it, so those should be reasons enough to make this one of the top changes in your business today. Imagine going through your business operations where critical information is protected, access to information is improved, litigation risk due to leaks is reduced, and efficiency is strengthened. Sure enough, those could put your business in a more advantageous versus that of competitors.