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7 Tips to Improve Document Management

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As businesses shift to digital, it’s essential to adopt document management best practices. The more efficient the workflow of documents within a company is, the more productive and successful it can be. It’s not that difficult to alter the ways your team organizes its digital documents. However, as with any technology upgrade, some team members will be more willing to adapt than others. We’ve put together a list of seven tips to assist you in improving the efficiency of managing digital documents within your team.

#1 Establish clear and speedy review and approval processes

Mismanaged processes for the review and approval of documentation are a major reason why organizations miss deadlines. By automating as much of the process as you can and establishing a clear and intuitive order to your folders your team will have an easier time keeping up with their documentation requirements.

#2 Implement a consistent file indexing system

Without standardized naming conventions and clear hierarchy of files It is easy to lose files, or lose them completely. This is particularly true for legal and critical documents. To avoid this, you must create an indexing system that includes an alphabetical system, color-coded system, method, or numbers that are easy for your team members to understand and follow.

Your team should consider setting up access controls for each document, in addition to the standard naming system as well as an indexing system. This will ensure that your documents can only be accessible to authorized users and can safeguard sensitive data and information. Version control allows you to keep track of changes, and to have the most current version of each document.

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