Here are document management tips that you’ll want to follow.
If you’re running a business, you’ll want to make sure you have an effective document management system. This involves having the right management practices in place so that you can keep files organized, secure, and easily accessible. Fortunately, there are document management practices your business can implement in order to improve your business’s efficiency and file security. Here are document management tips that you’ll want to follow.
Make Use of the Cloud
While you can opt to use physical assets, such as routers, servers, and hard drives to store your files, these need to be upgraded, maintained, and ultimately replaced, which can be a hassle for your business. If you instead use a cloud-based management system, that means that the service provider will be the one who needs to upgrade the system and employ security patches. Cloud-based document management also makes it easier for people to work remotely, making your business more flexible.
Keep Your Folders and Document Types Consistent
The ability to work from anywhere isn’t helpful if people are unable to access the documents they need. That’s why, before launching a document management system, you should think about how your team will use it, and how this impacts your folder and document naming systems. Having rules in place for how to categorize documents will make it easier to locate and access whatever files you need whenever you need them.
Implement Version Control Policies
If you want your business to have strong document integrity, you need to have strong version control policies in place. It’s important to understand the differences between different versions of a document, and it’s important to only make edits to the most recent edition of a file.
If you have good version control policies in place as part of your document management practices, you’ll automatically save edited files as new versions.
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.