As businesses become increasingly digital, it’s critical that they adopt document management best practices. The more efficient the workflow of documents of a company is, the more efficient and productive it could be. The good thing is that changing the way that your team organizes documents on digital doesn’t have to be a hassle. As with any technology rollout certain team members might be more inclined than others to be able to adapt. We’ve put together a list of seven suggestions to aid in improving the digital document management within your team.
#1 Establish clear and rapid review and approval procedures.
Unorganized processes for reviewing and approving documentation is the main reason why companies are late on deadlines. By automating as much of the process as is possible as well as providing a clear and simple order to your folders, your team will have an easier time keeping up with their documentation requirements.
#2 Implement a consistent file indexing system
Without standard naming conventions and clear hierarchy of files, it can be easy to misplace files or even lose them completely. This is particularly true for critical and legal documents. To prevent these issues you and your team must use an uniform color-coding, alphabetical collaboration between parties data room software or numerical system to create an indexing system that is simple to comprehend and follow.
In addition to a standard naming and indexing system, your team should consider setting up access controls for each document. This will ensure that your documents can only be accessible by authorized users that are able to protect sensitive information and data. Furthermore, the control of versions allows you to keep track of changes and ensure that the most up-to-date version of any document is always accessible.