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Document management and business strategies go hand-in-hand to ensure that businesses are properly organized, complies with regulations and capable of providing excellent service to customers. A well-designed document management strategy will save businesses a substantial amount of cash through a reduction in printing, storage, and retrieval costs as well as more efficient processes and improved security.
If they’re physical or electronic, a document is essential to their operations. To boost productivity, improve the governance of information, and improve security documents must be easily retrieved, understood, and accessible. Making a plan for managing documents and implementing a new system to facilitate the process of managing physical or digital documents can help a business achieve these objectives.
A sound document management strategy includes clearly defined steps to create an efficient workflow. It also includes the process of naming files, categorizing and labeling them, as well as managing their life-cycle. It should also include a clear set of procedures, commonly referred to as Standard Operating Procedures (SOP), that cover document creation storage, organization, and retrieval. The plan should also identify who is responsible to manage each document, and their roles and responsibilities. Also, it should ensure that documents are easily searched and have a clear history of versioning.
The existence of a document management plan and implementing the necessary technology tools is only half of the task. The business must also be sure it’s using these tools properly and regularly. This means conducting frequent surveys and assessing the system’s use. It is also important to have a plan in place for instructing staff on how to use the document management system, as well as making sure that they are familiar with it.