As businesses become increasingly digital, it’s essential that they adopt document management best practices. The more efficient the workflow process for documents of a company is, the more efficient and productive it will be. It’s not difficult to change the method your team organizes its digital documents. However, as with any technology deployment, some team members will be more apt to change than others. To assist you in improving your team’s digital document management we’ve put together seven tips to get the most out of your document control system.

#1 Establish clear and speedy review and approval processes

Inefficient systems for reviewing and approving documentation is one of the major reasons why organizations do not meet deadlines. Automating as much of the process and providing a clear, intuitive folder structure will help your team to keep up with their obligations to document.

#2 resource Implement a consistent file indexing system

In the absence of standard naming conventions for names and clear hierarchy of filings it is possible to lose files or disappear completely. This is especially important for legal and sensitive documents. To avoid this your team should utilize the same color-coding system either numerical or alphabetical system to create an indexing system that is simple to comprehend and follow.

In addition to an established indexing and naming system, your team must also consider creating access control for each document. This will ensure that your documents can only be accessible to authorized people, which can protect sensitive information and data. Furthermore, the control of versions will allow you to track changes and ensure that the most current version of the document is always available.