Technology has done so much to make it easier to manage and organize your business, but when it comes to files, things can get messy. Employees may save files to the wrong area, make multiple copies, or even delete copies. What you really need is to effectively implement reliable document management software. The key to getting your documentation in order is to find a solution that organizes your files in a manner that is easy to search, check out, store, and maintain configuration control.The following information give you the steps you need to get your files organized with any document management software:
Create a Structured System
Determine how you want to file documentation. Consider if you want your files organized by project, customer, contract, department, or any other system that is easy for you and your employees to search. The easier it is to locate the files they need, the more likely employees are to maintain the structure.
Generate Policies and Procedures
Before the file management software is released for use throughout your organization, make sure you have a few specialists go through and write up the steps and procedures for adding, updating, and deleting files. Configuration control is an important part of any documentation that is updated regularly, and you don’t want employees to copy these files and storing them on computer hard drives. Make sure there are firm procedures that dictate how files will be checked in and out so that the latest files are always available in the system.
Scan Hard Copies
Once you have an established a structure that works well, you can start scanning your older hard copy documents. There are two benefits to getting your old documentation into your document management software. First, it makes it considerably easier to locate the files when you need them. Second, having electronics copies of files allows you to free up valuable space in your office.
Access and Security
One of the things you need to establish before opening the document management software up to your users is determining which access levels are required. You will need different levels of access to accommodate the diverse range of users who will have access to the system. Some employees will only need basic read access to a few areas, others will need to be able to check out and update files. Your administrators will need to have relatively unlimited access so that they can maintain your documentation across the board.
Because your chosen document management software will house the majority (or possibly all) of your documentation, you also need to make sure that you have robust security. Not only do you want to make sure your customers’ data is secure, HR documentation and other confidential files will need to be locked down so that they cannot be viewed or used except by authorized personnel.
Moving Forward
If you take the time to carefully plan the implementation of your documentation management software, you will quickly find that it becomes more than just convenient. From less clutter around the office to better control over your information, the right software can streamline how your company does business. Contact MES today to find out how our solutions can give you more control over your documentation both in the office and on the go.