Document management best practices are not only evolving but are also becoming more important as organizations constantly search for new methods of storing and retrieving information. Discovering effectual solutions for the management of business related data just so happens to be one of the most significant hurdles that companies face. This holds true when attempting to reduce costs, improve service, increase productivity, and meet regulatory requirements. Organizations from around the globe are starting to realize that paper based manual processes for managing crucial files and documents are both expensive and incredibly unproductive.
The following information will cover a few of the sticking points that all organizations have when it comes to document management and the best practices for managing documents in an all electronic format. First and foremost, many companies have an issue when it comes to staying consistent with the way folders are both named and structured. In essence, folders are often mislabeled and forgotten when users create new folder structures. In a best practice situation, the document management software should provide you with the ability to create templates that enable the consistent creation of file folders.
Furthermore, the file folder structures should be able to be adopted and modified so that you can generate file structure templates in the manner that you choose to. In essence, the file structure templates should be created for each and every one of your file cabinets. The structures should have the ability to be applied across the entire system and be accessible by all parties that need them. The bottom line is that templates that are simple to access and easy to use are an important component of document management best practices. Document-naming consistency is also imperative to the success of management.
It almost goes without saying that some companies experience issues with the consistency of naming their folders. This is because users are always naming files the way that they want. This can create a logjam when multiple people are searching for files. The solution is to enable your document management software to include templates for the naming of the files and documents.
This is known as pre-defined document names. When your document management system is working in conjunction with itself, the folder will also contain pre-defined document names. In essence, the software should provide you with the ability to include templates for the names of documents that you expect to find in each folder.
Please contact us today for more information about our document management best practices, and how our digital solutions can help your organization. NeoLedge is a well established, yet fast growing electronic document Management Company that has a global reach. The business was founded in France over 25 years ago by a team of entrepreneurs that truly believe innovation is a living and breathing process that pushes us to find better ways to help organizations perform.
That principal has served us well through the years, as we are now recognized throughout the world as a groundbreaking leader in the cloud-based software industry. We are incredibly proud of the fact that we have guided and continue to guide hundreds of organizations through their digital transformation. Our company has also supported thousands of daily users, and millions of managed documents in both the public and private sectors.