These days, more organizations are turning to document management systems (DMS) than ever before—and for good reason. By “going digital” with workplace documents such as policies, procedures and forms, organizations can save a great deal of time and money. Still, choosing and implementing a document management system can take some time and adjustment; specifically, there are a few tips managers and employees alike can follow to ensure the best possible organization with a new document management system.
Elect a System Administrator
Once you’ve committed to a document control system, there are some organizational tips worth keeping in mind. To start, it’s a good idea to choose one system administrator who will be responsible for maintaining the user accounts and files within the document management system on an ongoing basis. This should include managing naming conventions, templates, folder organization, employee access, and overall system maintenance. With one person in charge of administering the system, it is easier to organize access for multiple departments and users, which will in turn make it easier for employees to find the documents they need when they need them.
For the most efficient organization, it is best to map out your user groups and folder structure for your documents first before adding any users or documents into the system. This will prevent the need to make too many changes once your system is ready for use and avoid user confusion.
Make Use of Keywords
Choosing the right document control software is imperative. With document control software, there is a comprehensive search feature in place that makes it possible for users to search for keywords and find specific files in a matter of minutes. This is where making sure files are appropriately named and tagged can make all the difference in allowing users to easily find what they need.
Remember, one of the main benefits of switching to a document management system is the time savings your organization will enjoy from not having employees scouring filing cabinets or files shares to find the documents they’re looking for. However, this benefit cannot be utilized fully if poor naming practices are used and lack of overall organization within the DMS exists.
Archive Obsolete Documents
We all know how frustrating it can be to realize we’ve been working on the wrong version of a document or using an outdated form. In your document control system, it’s a good idea to archive old versions of documents that should no longer be used. You can even take it a step further and suppress archived documents from the view of specific users, preventing this problem entirely.
Implement a Document Management System
A document management system can save businesses a significant amount of time and money, but only when used properly. The organization is key when implementing a document management system, as being able to easily locate specific files with just a few clicks is a must.
Choosing and implementing a document management system is not something that should be taken lightly. Organizations are encouraged to carefully research their options in order to find a DMS that will work for their specific needs. From there, taking the time to consult with employees and ensure they’re properly trained on utilizing the new system will make the transition a smooth one. The process of organizing your legacy documents before your transition into a document control software can be overwhelming, but finding a software provider with a great support team can make all the difference.
These are just a few tips to keep in mind when it comes to implementing a well-organized document management system in your workplace. With the right delegation of tasks as well as uniform file-naming practices, it will be easy for employees to upload and retrieve the documents they need without having to dig through filing cabinets and storage bins. From there, you can increase efficiency and productivity in the workplace.