Once you have decided to use a document management service there are a few things to get ahold of. Taking the time to learn all aspects of the service will ensure that you are using document management to its full potential. Read through the following checklist to make sure you are taking advantage of all document management has to offer.
The primary objective of document management is to create a paperless office. For document management to work to its full potential, employees need to be able to search and retrieve files quickly. Naming files and storing them can create confusion in a system that is meant to relieve employees of extra work. Document management works best when you make sure you are using automated document routing and classification so that individuals do not assign random names to files. An organized file structure is the goal.
The beauty of document management and cloud software is the ability to access documents at any time. Employees will be more inclined to move towards a digital office when they are aware of the benefits. Cloud software allows files to uploaded from your onsite desktops and saved to an offsite server. Then it is accessible from any outside tablet, laptop, or smartphone. Educate your team on the ability to access projects from outside the office whether at home or a separate branch.
Last but not least, implementing document management without properly securing your data can be dangerous. Restrict access to sensitive data to authorized users only. You can also control who can edit shared documents via cloud software. Take time to learn how to audit when and who accesses different files.
For more information on document management and other office solutions, contact us today!
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