How to Improve Document Management

Documents such as contracts, proposals and invoices are filled with valuable information that must be secured. This is why it’s vital to have a digital document management system which takes security into consideration. This means choosing the right platform that includes features such as the ability to version documents, which allows you to modify documents without overwriting them.

It is also important to consider access rights. This allows your administrators to set different levels. For instance, some people may need to have read-only access to certain documents but not all. Moreover the team members should have a clear process for communication in place to easily contact the admin for help with managing documents.

Another way to improve your document management is using a dependable file naming protocol. This will make it easier for users to find files and ensure that they’re working with the most current version. It’s not uncommon for documents to be labeled incorrectly, leading to all sorts of problems. A simple error can have a huge impact on productivity, ranging from unreadable files to missing information.

It’s worthwhile to create a logical folder system to help workers navigate your DMS. This will allow them to save time, avoid repetition of work and increase overall data quality. This is the same for creating a metadata schema, which will enable better search and discovery features across your archive. This is vital to achieve your objectives in document management whether you’re looking to improve collaboration or streamline your workflow.

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