How to create a document management system that lasts

Document management is the art of creating, sharing, storing and organizing information efficiently and appropriately. As such, learning how to create a document management system is critical for businesses.

For many businesses, the main focus of document sharing systems is based on storing the accumulated data. They want to be able to store documents in an organized and secure way that still allows them to be found easily. The basics of a proper document management system can be developed throughout aiming for this kind of goal. To keep things organized, all businesses need to establish rules, and we are going to summarise a few today.

1. Localize documents

First things first, one needs to simplify retrieving documents. Once again, good filing practices can go a long way towards solving the problem. Do things such as consistently follow strict naming conventions, for example, and documents will be much easier to find. Create a File Locations List, which will remind users where particular types of files go to, and where to find them later. Shared network or cloud drives should be labeled according to contents as well as filing cabinet drawers.

2. Creating documents

All businesses create a variety of documents, like invoices, payment reminder letters, sales brochures, email, balance sheets, spreadsheets, reports. To keep things focused, businesses need to create rules for these types of documents.

There should be in-house templates for some of the standard business documents, such as letters and invoices. Establish an in-house style guide as well that can be followed when creating official papers.

In case document creation involves different people, reviewing or updating documents should be universal, and you’ll need to spend some time deciding how these things should be done to ensure efficiency and consistency.

3. Storing documents

Even if a small business is storing documents in filing cabinets costs can go extremely high in a short time. Also, most of the documents need to be achieved from time to time that will add extra costs to your budget.

The key to filing documents is to follow good file management practices. From time to time, go through the various work-related files, and sort out those that are no longer current. Also, create new folders labeled by year and/or subject, and move files as needed.

Once you created the basic rules of the document management, implement your system. Make sure that all your staff know the details of your business’s document management system and are following appropriate procedures when creating, storing and retrieving documents. the key to its success is not creating the rules, but rather implementing them daily.

You might also be interested in:

• Advantages of cloud-based document management

• A guide for documenting business processes

• Advantages of a paperless office

• The virtual employee