Document management is needed for many businesses. If you don’t manage all of your documents effectively, your business will become less efficient. It wastes time, you won’t be able to find files as easily, and you’ll be more frustrated overall as you search for what you need. Inefficient document managing typically stems from certain bad habits that should be avoided. Today, we’ll teach you what mistakes to avoid making with document management.
Not Centralizing Document Management
Managing digital documents is quite similar to managing paper files. You wouldn’t want to rummage through many different cabinets to find the papers you need. Likewise, you don’t want to have your digital documents in multiple areas online. Instead, having your files in one centralized area is preferred because it simplifies how you locate documents. You’ll use less time finding what you need, and this raises business efficiency.
Not Tracking When Documents Expire
For industries that are heavily regulated, your files need to be compliant at all times, This means that documents need all of the right notations and disclosures. If you don’t put these in your documents, there are noncompliance fees that follow. Ideally, you want a document management platform that tracks files automatically to ensure they are compliant.
Your Team Members Have a Tough Time Accessing Files
If all of your files are scattered across different platforms, not only will it be more difficult to know where everything is, but your staff members will have to have different logins for every single platform on which files are stored. This not only makes locating files more complicated and tedious, but more frustrating as well. Therefore, you should have a system that comes with permission controls. This way, everyone is able to access the documents they need with ease.
Your Business Uses Multiple Systems
Having multiple systems in place for managing files can be complicated for anyone, especially new staff members who are still unaccustomed to how they should be locating files. Keeping files in one location helps keep staff from getting overwhelmed when trying to find what they need.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.