The Document Management Best Practices You Need to Know About

When your company is ready for a digital document management system, there are a few things to remember during the process. These best practices can make the change easier for every level of your staff.

Scanning

It isn’t enough to create new documents digitally and to leave the older documents where they’ve always been. The old documents should be scanned in to create new digital documents. An old customer should have to wait a long time for the retrieval of their information when new customers don’t have to wait at all. And with all of the documents scanned and stored digitally, there will be more room in the office and less clerical work to do. You can expect a jump in productivity for this reason.

Filing Digital Documents

When it’s time to file the scanned and digitally created documents, be sure that there is a clear system in place. Part of the genius of a digital document management system is that it’s so easy to retrieve documents after they have been filed. If your file-naming system is all over the place, this won’t be the case. Create a company-wide system that covers exactly how new, and scanned, documents are to be named and filed. This will allow quick and easy retrieval of files later.

Telling Clients

With such a beneficial system in place, customers should know about it. It’s a good practice to make an explainer, in whatever form that takes, to explain to clients what your system is. Tell them how this benefits them, such as the extra security it gives to their data. Let them know that this system makes the retrieval of their documents much faster and safer. Tell clients how it works and why it’s such a good system for everyone involved. This can save your salespeople a lot of time explaining to customers why they are electronically signing and how the document is saved and made accessible.