The document management landscape keeps on changing, thanks to technological advancements. Any business that doesn’t adopt modern management practices risks losing out on streamlined solutions for organizing, storing, and retrieving essential business documents. 

Embracing best practices can help your company maximize the benefits that document management systems such as LexWorkplace and netdocuments alternatives offer. Here are three best practices every business owner with a DMS should adopt.

1. Consistency in File Organization

Without a structured approach to organizing your documents, finding essential files can become time-consuming. You can avoid confusion and chaos by establishing an intuitive folder within your DMS. Categorize the folders based on the projects they’re holding, the departments they belong to, and their type. For example, you can create folders for project proposals, contracts, invoices, and HR documents. 

Within each folder, subdivide the files into relevant subfolders to enhance navigation. The more consistent these folders and subfolders are the easier it will be for your staff to adhere to file organization. Uniformity and simplicity in document retrieval will also be maintained. 

You can also use features such as metadata and tags to streamline your documents’ organization. Tags enable you to label documents with relevant keywords, so they’re easier to find and classify. Metadata offers vital information about each document. From metadata you can retrieve the author of a document, the date it was created, and the file type. 

2. Robust Data Protection

In the current internet age where cyber threats abound, it’s essential to protect your company’s information. Invest in a DMS that has robust data protection measures if you want to keep your records from tampering, theft, and unauthorized access. The system should have features such as audit trails, role-based access control, and encryption. 

With such a system, you’ll be able to assign specific access permissions. This will enable your staff to only have access to functionalities and files they need to perform their roles. Company information that’s at rest or in transit will also be safe, thanks to encryption protocols. If someone modifies the documents or accesses them, the audit trail will enable you to know who they are. 

3. Standardized Naming

Standardized naming is vital to maintain coherence and order within your DMS. Inconsistent filing can cause confusion, difficulties in locating documents when required, and duplication. On the other hand, clear naming guidelines can enhance document retrieval and uniformity. 

When creating a naming convention, ensure it’s understandable, concise, and descriptive. Add details such as project name, document type, and version number in the file name to make it easier to locate.

Encourage your employees to use the established naming standards when uploading or saving any DMS documents. Train and give them resources to help them master the guidelines. Some automation tools within the DMS can also help you to enforce the naming standards. Check out the features within your DMS’s platform and find out if they can automatically create file names from prompts or predefined templates. Using these features will minimize human error and help your staff to comply with naming standards. 

The Bottom Line

Effective document management is crucial for data security, improved productivity, and regulatory compliance. Adopting these best practices will enable your company to ace in the competitive business world.