Are you getting the best return on your investment in your document management system? Transitioning to digital solutions after years of using paper-based processes is a great move for your business, but old habits die hard. Here's how to get out of the paper-track and into the fast-track of electronic document management.
1. THE NAMING GAME
A consistent file-naming convention will do wonders for your organization. From speeding up search processes to eliminating confusion, a company-wide policy that makes consistency a priority is a must for a successful transition to electronic document management.
2. TRY METADATA TO REPLACE FOLDER STRUCTURES
Cumbersome folder structures can lead to wasted time and long, drawn-out searches for files, and no one wants to go back to that. Electronic document management systems have solutions in place to eliminate time-consuming searches and speed up everyday processes. Metadata summarizes the content of a saved file or document, and it makes locating and tracking specific files much faster and easier. With descriptive keywords linked to saved content, your employees can locate files in just a few seconds. To get the most value from your document management system, establish policies for creating consistent metadata for all of your files.
3. TAKE ADVANTAGE OF DOCUMENT RETENTION SOLUTIONS
You may be required by law to retain specific files for a specified time. Keeping them longer than needed wastes valuable time to manage nonessential documents, and deleting them too early could lead to compliance violations. Learn how to use your document management systems' retention solutions to improve compliance and save time.
4. PROTECT SENSITIVE INFORMATION
Your document management solution includes user permissions designed to control access to protected data. Restricting access is crucial to maintaining compliance and keeping unauthorized users from viewing sensitive information.
If you need help getting more value from your document management solution, contact us at Century Business Technologies today!