When it comes to properly managing your files, it is important that you remain proactive and productive. Properly managing your documents (a/k/a your data) can help save time, money, and space. Unfortunately, a poorly governed process will undoubtedly result in lost time and money while dealing with mismanaged data and inefficient processes.
In order to help you create a productive document management environment, we have compiled some basic tips to get you started.
Productive Document Management
Centralize: You should be storing your documents in one repository. Having files spread out over the office (or worse…multiple locations) can quickly become a burden. Should your organization experience rapid growth, this pain will only get worse.
Organize: Give careful consideration to how you will organize, categorize, and retrieve files. Having a solid plan as to how you will be using, storing, and managing your data will help keep you organized. Having a strong system in place will not only assist in the short-term, but also ensure that your current system can scale.
Track & Save: Old files and document revisions have a tendency to disappear. However, you should be keeping track of these files. You never know when you might need it, and you will be happier knowing ALL of your data is safe…not just the most recent versions.
Scan Everything: Paper documents can be dangerous. Not only are they susceptible to destruction and/or theft…they are more difficult to manage, track, duplicate, etc. It should become second nature to convert your documents into digital files for ensured protection and improved accessibility.
Backup: Losing a document is not a matter of if, but when. It is important that you keep at least one fail-safe…a backup server. Whether you keep your files on-site, off-site, or in the cloud, having a protected location for your data will ensure you never lose another file again (even in a worst case scenario).
Security: Be sure to pay attention to the latest in information security. Staying abreast of the latest industry trends and standards will help keep your company proactive in fighting security threats.
Are you ready to have a productive document management system? If you are interested in learning how we can improve your document management forever, contact us today.