The documents that are managed in your office can be organized and filed in several ways. Now that digital document management has been shown to have so many benefits -- the right approach must be taken to the process to achieve the most success with it.
Preparing the Staff
When the digitalizing process begins, and the files are converted, employees need to understand what's going on and how it will affect them. Merely finding that the paper files are gone is enough to panic workers if they were unaware of the changes. The staff should be told about the process as well as its timeline. They then need the training to understand how to digitize future documents and how to file them successfully for easy access. Going forward, this training should also be added to the training given to new hires.
Creating a System
Going into digital document management, starting with the right organizational system will save a lot of time and frustration later. There should be a uniform naming system that is used throughout the office to allow workers to find the files they need. Then, the documents must be stored in folders to make them even easier to find. Decide on the types of folder categories you want to set up and teach the rest of the office to use this system. When the files are easy to find, the entire office will be more efficient.
Storage and Backups
The company's documents are vital to keeping the company going. That's why every business should have a good storage plan for those digital files. One of the best ways to store data is to use cloud services for its space and security. You may also want to have backups of the critical documents. These two precautions will keep you able to access your needed files even if there is a natural disaster or a hack of your computer network. Having these backups will also give you peace of mind, knowing that the company isn't just one hack away from losing everything.
If you want a better document management system, contact us to find out what we can do for your company and how to get started.