Business Strategies and Document Management
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Document management and business strategies go hand in hand to ensure that businesses stay efficient, compliant and able serve customers effectively. A well-designed document management plan can save businesses a tremendous amount of money by reducing printing, storage and retrieval expenses and also more efficient processes and improved security.
Whatever form they take, whether physical or electronic, a company’s documents are critical for their operations. To increase productivity, improve information governance, and increase security documents must be able to be searched for, understood and accessible. A document management strategy, and the introduction of a new system that facilitates the process of managing documents in digital or physical form will help a business meet its objectives.
A good document management plan includes clearly defined steps for establishing a consistent workflow, organizing file naming, labeling and categorizing, and managing the life-cycle of each document. It should also contain the clear guidelines called Standard Operating Procedures that cover the creation and storage of documents, as well as organization and retrieval. A plan should outline who is responsible for the management of each document as well as the duties and responsibilities of the people responsible. It should also make sure that documents can be easily searched and have a clear history of versions.
The existence of a document management plan and implementing the appropriate technology tools is only half the battle. The business must also ensure that these tools are utilized correctly and regularly. This includes conducting regular user surveys and assessing how the system is utilized. It is also crucial to have a plan for instructing staff on how to use the document management system, as well as encouraging adoption and familiarity with it.