How to increase the efficiency of your business document management system
Mere implementation of the document management system in your organization and sitting idle is not going to increase the productivity and efficiency of your organization. It is just having a tool and not doing anything with the tool. You should have a well planned document management process in place and train your staff on how to deal with the documents that are coming into the document management system.
If you are already in the business for a long time and have implemented the document management system only now then, you have to decide the fate of the huge piled up paper documents that are already available in the file room. Are you going to bring them into the system that are you are going to implement or just leave it as it is?
This is most critical in improving the efficiency. For some businesses, it is necessary to bring the old documents into the system and for some other you can just ignore them. If you are going to ignore them, then not even a single document should go the manual file room from day one. You have to plan accordingly and train your staff for that operation.
Any new document that arrives can be scanned immediately and uploaded into the document management system so that the staff can work on it from the starting of the process. Piling them up for later scanning will only delay the process and efficiency of the document management system.
Access control is another part of the document management system that cannot be ignored. Some of the documents need to be accessed by your staff while some might need to be accessed by your client or vendor too. This would save a lot of time passing the documents through courier. For the first few months it will be chaos and then it will transcend to smooth workflow and increase the efficiency of your organization.
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