Document management in companies or organizations allows managing, securing, recovering and preserving documents that are important to the company’s workflow. As the number of electronic documents being shared increases in today’s informatics world, efficient document management has become a priority. Poor document management can result in spending a lot of time on documents with obsolete information, meanwhile the correct documents could get misplaced causing monetary loss.
To avoid this, we have prepared for you a set of ten tips that can help you in creating a productive document management system.
Store and Synchronize Documents across Multiple Devices
It’s very unproductive, not to mention messy to have all of your important documents stored in multiple places. You start forgetting where you put which document. In order to manage everything in a productive way, you should use a cloud synchronization service like Dropbox, Google Drive or OneDrive. These programs will enable you to make edits on the go and significantly save you time.
Keep Everything Organized
A strategic plan is key. Make a plan on how each document can be categorized. You can make use of a tagging system, for example, the popular application Evernote has one incorporated and it is quite useful for achieving good organization.
Keep Track of All your Previous Work
Do not delete old files and revisions. Instead, have a place where all these files can be stored. You never know when some old information could come in handy. The cost of document storage has dropped significantly so this won’t come with a big price tag.
Document Converters save Time
The digital documents that we receive come in various formats due to the abundance of software programs for document creation that are now available. A converter is always a good tool to have at hand, for example the Able2Extract PDF converter, which converts to and from PDF format. As we all know, PDF format is the standard format for digital documents, and you should always use it for storing and sending documents to third parties in case the receiver does not have the same document software as you.
Use a Mobile Scanner
Scanners are old news. Nowadays, in order to create digital documents, all you need is a cell phone. Install one of the mobile apps for mobile scanning (CamScanner, for example), and keep track of all your reports, receipts, bills and other information.
Keep Track of Document Security
One of the biggest concerns of document storage system is security. To make sure that your documents are safe, always follow the latest standards for digital online safety and make sure that the companies you use always implement up-to-date protection.
The loss of documents happens, which is why it’s always good to have a backup server with all your important information safely stored. Avoid losing documents by having documents backed up on a separate program or server. This way you take no chances, and ensure that your business or organization will never encounter a loss.