Every business depends on financial, legal, or any other documents to operate, and a document management system helps organize them efficiently. A document management system is software that allows an individual or organization to create, store, manage, index, and retrieve documents. This article will discuss good document management practices that businesses should follow.
Organize Your Documents
A scattered document management system will only lead to chaos and loss of work hours. Did you know that an average office spends $120 in labor searching for each misfiled documents and then spends 25 hours recreating lost documents? Organizing and categorizing business documents in a folder system ensures that staff can access any document with ease.
Discard Irrelevant or Old Documents
It’s reported that 80% of papers filed are never referred to again, indicating that businesses create paper files that take up unnecessary office space. A good document management practice is to scan all paper files and discard irrelevant or old documents every so often to minimize paper clutter. A rule of thumb is to avoid printing and copying every single file that might seem important to have in the future. This helps reduce information overload for those who want to access necessary documents.
Backup Your Paper Files Digitally
Data backup is of utmost importance for every single business as data loss is a real threat that can permanently close down your business. Digitizing and storing your paper documents can allow you to create multiple copies to prevent data loss. Secure systems also feature data recovery that allows you to retrieve important data during a data loss disaster. Furthermore, cloud-based document management cuts down paper usage, enabling the organization to be more sustainable.
Train Office Staff on Proper Document Management Practices
Training your old and new staff on proper document management practices is crucial; this allows collaboration to thrive, building momentum of overall efficiency within the business as staff can access and share information with ease. After all, teamwork makes the dream work.
Axis Business Technologies is a technology hardware and software solutions provider in Colorado Springs. They have provided over 1000 organizations with computers, network solutions, commercial printers, print management software solutions, and more for over 40 years. Connect with them for more information.