Tips for Document Management

October 16, 2017

 

Businesses are always in the search for the competitive advantage that will boost their productivity and efficiency beyond. Managing documents has always been a challenge for every industry, regardless of the size and shape. Each company owns valuable and sensitive information such as clients profiling, financial data, competitive analysis and many others. I believe it is important to point out the huge benefit of keeping them safe from curious eyes.

 

During the last couple of years, there has been an enormous buzz around digital transformation, and the opportunities that it provides to organizations. However, there are still plenty of companies that are reluctant to the idea and avoid making the shift. One of the reasons might be the challenges that digital transformation, just as any other change, is bringing to the table. One of them would be security – the primary concern for business owners. What I would like to point out, is that security will always remain a “hot button” but this should not be perceived as a limitation. Let’s take for example businesses that keep the information printed on paper and kept in drawers. This might sound safe, but you should think again. People tend to be scared of security breaches, and they have the right to be since most of the data breaches are happening because of human errors or malicious employees. But what about natural disasters? We all know what Hurricanes like Harvey or Irma can do, and there is no way to stop them. Losing essential documents, vital information or data could harm everyone’s business. Thus, being prepared for security breaches or natural disasters should be our top priority, and digital transformation is providing the means for doing that.

Document management tips and tricks

 

Storing your files digitally could be a business savior. Not only is your data backed-up, but this strategy will also improve productivity and efficiency, which I am sure everybody longs for. I thought I would share with you some tips on electronic document management:

 

•    Choose the software that fits your business needs – There are plenty of electronic document management systems on the market, but you need to choose the one that meets your business requirements. What kind of document are you handling? Do you need flexibility and security? How many records does your company own? There are just some of the questions that you need to ask yourself before selecting a DMS.

 

•    File your documents daily – You should make a routine out of this, and each day place your documents in the proper folder. It will make the search process more manageable when you need to find a specific record.

 

•    Remove old files – This is yet another step that should become part of your daily routine. Destroying old and outdated documents will help you get more organized. Vista Solutions Group can even set up retention so this process can be automated, leaving you more time to take care of other tasks.  

 

Bottom line, we should all embrace digital transformation and use all the necessary tools to keep our valuable information and documents safe and backed-up.

 

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