Work effectiveness of any organization depends highly on the kind of document management system used. Proper and well-organized documents, including paper, paperless electronic files, email management, and cloud storage, bring about great productivity for employees and stress-free task completion for all.
Of course, it is easier said than done as someone who doesn’t know himself may not be able to set up a consistent system or further teach the team working along. That is why a reasonable amount of homework is required with some guidance from DMS experts. You can search the internet that already has a plethora of information and find a few quick-fix solutions.
Here are some basic tips that I have compiled after doing my part of the research –
- Start with Email Attachments
The most common document management tool you use unintentionally is your email. You may have emailed files to yourself, recovered your deleted data, or forwarded/ received documents to/from other people. Once accumulated, digging them isn’t easy.
So, it is best to develop a habit of filtering out and download the desired items into your system. Try to sort them according to the roles, limitations, responsibilities, and other specifics.
- Allocate Locations and Folders
Saving the information in the right manner in your device is a must for remembrance. Using a nested folder system in a file-sharing environment can direct you and the team to desired file types with every click and easily locate them.
Hence, place all your documents, files, and scanned papers, under one ‘root’ folder and store more in the subfolders inside it. But, make sure you do the labeling in a logical hierarchy and as per your work process.
- Adhere to File Naming Conventions
Your folder and file names must include things like dates and document status for easy storing of the content. Properly ordered and described items help you with quick search/scan, especially when you want a particular one again and again.
So, decide on a format that suits you. Use “dd-mm-yy” or “first name, last name” but not special characters, acronyms or generic terms. You can even use an underscore sign for important or latest files to stand out.
- Use Cloud Storage
Cloud storage options such as OneDrive, iCloud, Google Drive, and Dropbox have become quite popular these days. It is because the physical storage that you normally use offer limited space and is not suitable for businesses that have large files to store.
With the use of cloud storage for your document management, you get great flexibility, increased security and remote control.
- Integrate DMS Software
Documents make an essential part of every business. And, because the task is done on a routine basis, it is best to use a reliable document management system (DMS) that can captures, store, and retrieve both paper and electronic documents.
Doing that allows better collaboration, hassle-free retrieval, safe backup, and so much more. If you are keen onto try one, go ahead for FileHold Enterprise Document Management Software. It works excellent for medium to large-sized organizations.