Companies generate a lot of documents including contracts, files and documents that must be easily accessible. It could take employees days or even hours to locate the right information without the use of a document management system. This can result in a negative impact on productivity, and could result in lost revenue opportunities.

The first step to a successful process for managing documents is to establish a central repository for documents. Once the process is in place, companies can then begin to see improvements in workflows and processes that were impacted by the previous issues with documentation.

One of the most important aspects of the document management system is having an assigned owner or someone who is the sole authority to make decisions. Without a person accountable document processes could be unstandardized and ad-hoc across departments. In turn, this can result in frustration and inefficiency for everyone affected.

Additionally, a business should also create standards for folder and document type naming and indexing to ensure that the system is functioning efficiently. This will help to prevent repetition of documents and increase the overall document quality.

It is also important for a company to consider the length of time it will keep each document before choosing a retention policy. This is because some documents must be kept for legal reasons, whereas others are no longer needed for operational reasons. By determining the timeframe to keep each document, the business can ensure that it’s not using up storage space or wasting valuable time and resources to keep irrelevant or no longer useful information.

Leave a Reply

Your email address will not be published. Required fields are marked *