Documents like proposals, contracts and invoices contain valuable data that must be secured. It is crucial to use a digital management system that considers security. It’s important to look for a system that comes with features like versioning, which allows you to edit documents but not overwrite them.
You should also consider the access rights. This will allow your admins to set different levels. For instance, a lot of people may require access to certain documents only by reading them but not all. Your team members should have a clear system of communication in place to allow them to easily contact the admin for assistance with managing documents.
The use of a file name convention is a different way to improve document management. This will allow users to locate files and make sure they’re running using the most recent version. It’s not uncommon for files to be mislabeled and lead to all sorts of issues. A single error can have a huge impact on productivity, from inaccessible files to missing data.
It’s worthwhile to create a logical folder system that will help users navigate your DMS. This will save time, reduce duplication of efforts and improve overall data quality. The same is true for creating a metadata schema, which will provide better search and discovery capabilities across your archive. This is essential for achieving your goals in managing documents, whether you about his want to increase collaboration or streamline your workflow.
