Document management digitizes your office by organizing files and archiving them in an online database. Every industry can benefit from document management. Here are five tips to help you become an expert.
1. Set Goals
Document management is an easy choice when it comes to reducing printing costs, but how will you measure that you are achieving what you set out to do? Set goals for document management to measure success and the need for continued implementation.
2. Capture Close to the Point of Origin
The purpose of document management is to reduce the amount of paper your company prints and spends your budget on. If you are having to print electronic documents and then scan them to your document management system, you are missing the point. Capture documents close to the source and eliminate unnecessary steps.
3. Improve Processes
Paper-based processes involve multiple steps that extended the task completion time. When you use document management, you shouldn’t be copying that process digitally. There are unnecessary steps or that you can group. You can build new system rules into document management to improve operations.
4. Base Index Data on Your Business
A benefit of document management is the index feature. Files are organized and indexed for easy searching. The key to taking advantage of this is not to let it become overwhelming. Using extra data will not be helpful in the long run. Stick to indexing data that your business needs.
5. Keep User Interface Simple
A document management system is only as good as your employee’s ability to use it. Administrators and users should be able to modify what appears on their screen as it pertains to their assigned tasks.
Document management can save your business money, but only if used correctly. To maximize benefits make sure that you are optimizing systems and processes. Your employees should also be able to navigate the system quickly. To learn more about document management, call Yost today!