As businesses become increasingly digital, it’s essential that they adopt best practices for managing documents. The more efficient a company’s document workflow, the more productive and profitable it will be. The good thing is that changing the way your team organizes documents on digital doesn’t have to be a hassle. Like any rollout of technology, some team members may be more likely than others to change. To assist you in improving your team’s digital document management, we’ve compiled seven tips to get the most out of your document control system.
#1 Establish clear and rapid review and approval processes
One of the main reasons organizations fail to meet deadlines is due to mismanaged document review and approval systems. By automating as much of the process as possible and establishing a clear and intuitive folder structure, your team will have an less trouble keeping up with their documentation requirements.
#2 Implement a consistent file indexing system
It is easy to misplace or lose files without a regular naming convention and a clear hierarchy of files. This is particularly important for legal and sensitive documents. To prevent these issues you and your team must use an standardized color-coding the alphabetical or numerical system to create an http://www.ondataroom.com/6-amazing-advantages-of-virtual-data-room indexing system that is easy to understand and follow.
In addition to an established naming and indexing system, your team should consider creating access control for each document. This will ensure your documents are only accessible by authorized individuals and protect sensitive information. Version control lets you track changes, and always have the most current version of every document.