When you choose a document management service and dive in, you're probably excited about changing up your processes and moving into 21st-century business solutions. But before you jump off the deep end, it's important to do some strategizing. You'll get the most out of your document management system if you spend some time at the onset of your software install planning and changing your processes to fit your new solution.
It all starts with some smart goals and some collaboration. Here's how to get the most out of your document management system.
Document management is more than a filing cabinet for your digital documents—at least, in the best cases, it is. It's not worthwhile to implement a new document management system and keep all of your old paper-based processes. If you do this, then your document management system just becomes an extra step in your daily workflows, not a comprehensive solution.
Before you jump in, think about why you chose document management in the first place. What your goals with your new system? Are you hoping to increase productivity? Simplify regulatory compliance? Facilitate more employee collaboration? Write these goals down as your starting point.
Now that you have your goals in front of you, it's time to think about your workflows. What kind of paper-based (or insecure digital) workflows are in place right now? How will you change your processes with your document management system? How will these new processes work with your stated goals?
Finally, one of the best ways to get the most bang for your buck with document management is to use it to replace paper in your office. Identify practices in your office that create or depend on paper, and try to use the power of document management to keep them digital. With just a little bit of this work, you'll make your document management system work for you—and save some money in the process.
For more information about document management, contact us today.
2932 E. Pythian Street
Springfield, Missouri 65802
(417) 887-1555
1558 State Highway H
Sikeston, Missouri 63801
(573) 334-9396