A 6 tip starter guide on document management
Document Management has gained popularity worldwide because of various reasons. Paper piles are continually being converted into digital folders because why not! It saves time, it saves money, it is green, it is secure and it is convenient. For Document Management, paper documents are digitized using scanners and then organized into databases and backed up.
Backing up through email
Not all businesses instantly jump on investing in an expensive document management system. Initially you have to be creative and improvise. A safe and reliable way of backing up your data is to email the files to yourself. A backup of the emails that are exchanged between the company and the clients is by adding a “forwarder” email address to your company’s email account which enables the exchanged messaged to be sent to the backup email account as well. If you’re in a business where there is an exchange of attachments in bulk, it is wise to adopt a mail attachment downloader to transfer and organize files on the basis of format.
Cloud Storage is life saver!
A mention of Cloud is inevitable when we speak of document management software. This is because Cloud provides us the option to store unlimited data on multiple locations for backup that can be accessed from any device, anytime. Businesses and organizations with an orthodox approach usually refrain from switching to cloud posing data security threats. But with the new and advanced systems data can be securely stored and managed on Cloud. Cloud has given birth to revolutionary workplace practices and data management solutions. Cloud has promoted telecommuting and has eliminated the need of being physically present at a facility to get access to the required information. The key feature that sells Cloud is its scalability. One can get access to increased online storage capacity as the size of the business/ organization increase.
Organizing Folders is important
No it’s not the paper folder that we are talking about here. It is important that the data are grouped systematically into folders. It achieves immediate data retrieval, fast communication and hence more effective decision making.
The files in the folder must be separated by format and a standard naming scheme must be followed. This gives a formal and organized essence to the data. This greatly satisfies bosses with OCD!
Avoid Duplicating Data
When you have documents that have to be continuously updated, switch to online software suites for instance Google Documents. The documents that need to be continuously updated and accessed by multiple individuals are best suited to be online. This enables the most recent version of the document to be readily available to all the relevant people at any time and place.
Make it a habit
File management becomes increasingly important as the size of the business/ organization grows. More data means more nagging clients, greater need for efficiency and greater responsive. You might find this example funny but believe me you don’t want yourself trembling and shivering in front of an angry customer just because you can’t locate his complaint records.
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