Document management best practices are essential for businesses as they become more digital. The more efficient the workflow for documents of a business is, the more effective and productive it could be. The good news is that changing way that your team organizes its digital documents does not have to be difficult. But, like any technology implementation, certain team members are more likely to adapt than others. To help you improve your team’s digital document management we’ve put together seven tips to make the most of your document control system.
#1 Establish clear and speedy review and approval processes
Mismanaged processes for reviewing and approving documentation is the main reason why companies are late on deadlines. By automating as much of the process as you can and providing a clear, simple organization of your folders, your team will have a much more easy time keeping track of their documentation obligations.
#2 Implement a consistent file indexing system
It is easy to lose or lose files if there is no standard naming convention and clear filing hierarchy. This is especially relevant to critical and legal documents. To avoid such issues you and your team must use an uniform color-coding the alphabetical or numerical system to create an indexing system that is easy to comprehend and follow.
In addition to the standard naming and indexing system, your team must also consider the implementation of access controls for each document. This will ensure that your documents are https://ondataroom.com/beginning-work-with-due-diligence-data-room/ only accessible to authorized users and will protect sensitive information and data. Additionally, version control allows you to keep track of changes and ensure that the most up-to-date version of every document is always available.