Good document management is essential to a solid business process. A well implemented system can save employees time and effort, ultimately translating to greater profitability. But what is Document management and how do you get started? Our short guide will help you figure it out.
What is document management?
If you’re confused over what document management really means, don’t worry, you’re not alone. It’s a very broad category that refers to converting paper files to digital form, which makes all files searchable by type and keywords. It also lets you sync files when you make changes to a document and makes it easy for authorized employees to access documents at any time and on any device.
A document management system (DMS) can refer to any technologies needed to do any or all of these parts. Therefore, you must be careful in comparing and selecting products because the “document management solution” label doesn’t tell you everything you need to know.
How to Prepare for Document Management
The first step in document management is to decide which documents you need to manage. And, no, that doesn’t mean you should start by scanning all that paper bulging from your file cabinets or stacked to the ceiling of your storage container. Instead, proceed in manageable and less overwhelming chunks.
Start by picking a category of documents that is most critical to your company, and start digitizing those. If they’re already in digital form, look for ways to make them more manageable and useful. Also, remember that not all of your documents are on paper. Email is another source of documents, and so are files that you store in the cloud-based services such as Dropbox, Salesforce, or Office 365.
Once you know which documents you want to manage—and where all the documents reside—choosing a document management solution to handle it all becomes infinitely easier.
do what you do best, outsource the rest