When you’re in business, managing documents can sometimes be the bane of your existence. From large files to countless emails, having to work with so much information can be difficult to manage, especially when you’ve got deadlines flying at you from all different directions.
The problem is that there are just so many tools on the market that promise to help you but do more harm than good. Here are some simple ways to help reduce stress levels and save money by managing your documents effectively.
Benefits of Efficient Document Management
Scheduling, managing and even organizing tasks or documents is a lot of work. There are numerous service providers that can take it away from your plate, but what are the benefits of using efficient document management?
- Prevention of legal breaches
- Better use of office space
- Improved access to documents
- Safeguarding of confidential information
- Reduced day-to-day operation costs
- Improved office efficiency
- Reduced customer complaints
What are Some Simple Steps to Help You Manage Your Documents Better?
Managing documents isn’t an easy task. With the advent of the internet, we now have a flood of information and an abundance of communication at our disposal. Everything is online, from downloading movies to shopping for groceries. Because of this, managing your documents has become more difficult than it ever has been before.
There are several tools/software for managing various documents used by a business daily. For the regular documents, we have a Document Management System, while a Contract Management System is best suited for specific documents like contracts. However, these simple steps are effective for all of the forms of documents.
1. Establish Your File Management Procedure
A lot of businesses have a lot of documents that they need to keep track of at any time, but they have no idea how well they are keeping track of them let alone what to do with them for easy access when needed. The very first thing that all businesses should do is to establish a procedure for managing documents.
This is achieved by creating specific guidelines and processes you intend to follow in your document management. Time should be taken to carefully explain the documents that should be kept. the documents required on a daily basis, how long a document should be kept, or when it should be discarded.
2. Design a File Plan and Schedule
In order to be successful in managing your documents, follow a file plan and schedule. This will create consistency and help you to become more productive in your business. Whether you are working on an issue for a client or sending off a bill to a customer, all those things should go into folders. The files should be added to the program that you use for managing documents as often as possible.
3. Organize the Existing Files
Organizing the existing files is a great way to start managing your documents. Whether you are looking into buying software or not, it is important to organize the existing documents first.
This will give you an idea about what components of the document management system you desire and what exactly they are going to do for you.
It will also help you to know whether you need software or can just rely on pen and paper to manage your documents.
4. Dispose of Out of Date and Redundant Files
Everyone usually has a few files on their computers that are out of date or no longer necessary. Unfortunately, though, these files tend to accumulate in large numbers. It is extremely important that you get rid of older versions and find out where you have redundant copies saved. It is also important to avoid saving the same files over and over again.
5. Make Plans for Storage and Disposal
In order to manage your documents properly, you must determine what is important and what can be temporarily archived after an appropriate amount of time. This is why you should make plans for storage and disposal so that your documents aren’t just floating around.
6. Ensure Regular Maintenance
It is important to have regular maintenance on your business documents, such as property rights and records of contracts. These documents tend to pile up quickly and as a result, it would be difficult to find them when you need them. It is, therefore, necessary to have an organized system for managing your business documents.
With almost everyone working with computers today and the growth of mobile phones, the importance of well-organized and secure document management is of paramount importance. But managing your files will be something we all come across. It is important to have the right tools in place and your information stored safely.
You may not even realize how easy it is to lose information or that you are storing it in the wrong place currently. There are many different types of management tools available to help you store your files correctly. Therefore, it is something to keep an eye on as your business grows to make sure you are dealing with all aspects of your business effectively – including dealing with your files.