Though there are more than a few easy-to-follow document management tips, companies fail to abide by these and this gravely affects their productivity.
However, it is a fact that document management system implementation in your firm is not that easy. To make sure that you benefit to the maximum, a firm must understand the best and updated practices to be followed. You documents definitely are the vital part of the workflow and the way these are managed matters a lot. Maintaining them with professionalism and prudence can bring significant advantages for your business. Failing to do so can be troublesome in many cases.
Let us see some most common flaws related to workflow that must be avoided. Also certain best practices are detailed which you must follow.
You must be aware of who has worked on the document, what and when they did it
Digital documents management has one major advantage. It gives you an assurance that you are viewing the latest version of the concerned document. The work must have the capability to lock the file on which you are working. And when it’s done, the system must save with the details regarding your actions and the time you did it. Also in case if needed, reverting to earlier versions must be possible. This is very crucial.
The retention policy should be properly enforced
There are a lot of firms having retention policies. However, it’s an unfortunate fact that most of them fail to enforce the policies adequately. A document retention policy is imperative to keep your company as well as clients away from any sort of legal liabilities. With a proper system, you can monitor the document to find their ages and flag them for deletion in an event of necessity.
Make the files management system hub for entire workflows
The system is not merely a place for storing final document copies. If you confine the purpose like that, a king part of upsides will be left unexplored. It should in fact be the central for all workflows carried out within the firm. This comprises storage, reviewing files, presenting invoices, copies archival and much more. The more ease you enjoy for using the DMS within various workflows, the more productive your organization will be and this is exactly what you want.
Go completely digital
After creating the digital workflows painstakingly, if you finally end up printing everything on paper, the complete benefit of technology can’t be leveraged. A typical company offering document management services recommends systems that have incorporated portal solutions along with mobile accessibility for your clients and staff, easily search-ability and endways encryption.
Digital document management workflow need not be the exact reflection of your paper workflows
Your paper workflows should not be merely digitized but proper steps must be taken for making the digital workflow more efficient and prolific. Improvement of workflow can be facilitated by integration between different systems. The file management system should be made to integrate with several other systems such as software for tax preparation, accountant’s software, Adobe Acrobat, CRM and MS Office etc.
If you are in search of a reliable and reputed document management solution provider, PGBS is the best option you would ever get. The best people work here and they are supported by most sophisticated technologies. Continual training programs, internal meetings and adaption to changing technologies keep the company way ahead of others.
Cost-effectiveness and on time project delivery is guaranteed. To make a deal or just a query, contact us anytime.