Have you ever wondered why so many businesses force you to email them back and forth when trying to get your documents processed? The answer is simple, but not obvious: the business lacks an efficient document management workflow. Document management is one of the most important factors in the success of a business. In fact, it’s vital to keep track of who, what, where, when & why all at the same time.
Document management is a process that can bring more structure and control to your business. It allows you to store, retrieve and share information with employees, customers, partners, and other stakeholders. A document is any kind of media or physical file that’s critical to your organization. These can be anything from emails, images, contracts, PDF documents, audio, videos, or printed papers. Proper management of these documents should be established in order to ensure security, privacy, and user rights as well as the growth and development of the company. Document management helps to lower the cost of data management. Often, when companies don’t have enough office space for all their documents, they turn to vital records storage facilities to help them organize their records and provide a long-term system for preserving and storing important business documents that can be accessed if needed. This article will explain what document management entails, how it can help your business, and provide some types of workflows you should consider.
Benefits Of Document Management Workflows Include:
Organization
Document management workflows can help you organize your documents by subject matter, date, or priority so you can quickly find what you need.
Enhanced security
Documents stored in a document management system are always backed up and secured against loss or theft. They’re also protected from unauthorized access by being password protected or encrypted.
Improved collaboration
By having a centralized repository for all your documents, you can ensure that everyone in your organization has access to them at all times. This will also give your employees the opportunity to collaborate on one project without having to worry about overwriting each other’s edits or lack thereof.
Increased productivity
One of the main benefits that come from having an effective document management system is increased productivity for all members of your organization. This is because users can easily access the information they need without having to wait around for someone else to find it for them or print off multiple copies before distributing them around their office or building site as well as other locations where workers may need access to the data contained in these reports or files on their computer systems.
Reduced cost
By using a centralized repository for storing your organization’s documents and sharing them with other departments or employees, you’ll be able to reduce costs associated with purchasing additional software for managing projects.
Types Of Document Workflow Management Systems
There are many document workflow management systems, each with its own set of features that make it unique. The following is a list of the most common types:
Web-based
Web-based document management systems work similarly to cloud-based ones, except they require installation on your computer instead of working through an online platform like Google Drive or Dropbox. The advantage of using this type of system over a cloud-based one is that it’s more secure since all files are stored locally on your computer rather than in the cloud where anyone with access could potentially steal them by hacking into your account. You access these systems through a web browser; they’re often used for internal communications rather than storing sensitive information about customers or clients.
Cloud-based
Cloud computing is an on-demand service that allows users to access the software remotely rather than installing it on their own computer or server. A cloud-based document management system allows remote users to access their documents from anywhere using any device with an internet connection (for example, a smartphone or tablet). This makes it easier for employees who travel frequently or work from home as well as those who work remotely from their office every day.
Server-based
Server-based document management software is installed on your own server or computer network and is managed by an IT professional. Depending on how many employees use the system, this type of software can be more expensive. However, it also offers more features and control over files.
On-premises solutions
Database document workflow management systems store documents in an SQL database instead of on a file server or operating system. This type of system is often used when organizations want to reduce the hardware required to run their business by consolidating multiple applications into one database server.
How To Optimize Your Document Management Workflow
Choose an automated solution
As your business grows, it can become difficult to manually track all the different types of documents being created and updated on a regular basis — especially when it comes time to back up or archive them. If possible, choose an automated solution that can make this work for you automatically so that it will be easier for you to access the information you need in real-time, so you won’t have to waste time searching for files or sending emails back and forth about them. This saves everyone time and money!
Use metadata tags
The best way to optimize your document management workflow is to use metadata tags. These are tags that help describe the contents of the file, such as who created it, when they did it, and what it’s about.
The purpose of metadata is to make it easier for anyone in your organization to find the right information when needed. Once you create a metadata tag, anyone who uses your system will be able to search for that tag and find all documents with that tag attached.
To use metadata tags in your document management workflow, follow these steps:
- Create a new folder or subfolder in the document management system into which you want to place the document.
- Create the desired tag name and description to describe the type of document it is or what it contains.
- Add the tag name and description to the document properties by right-clicking on the document and selecting Properties.
- Check that both fields are filled in correctly and press OK.
- Upload or attach the document to its new folder or subfolder in your document management system.
- Use a single system for all your documents.
Use Labels to Stay Organized
Labels allow you to organize documents so they can easily be located when needed. When using an integrated system, labels should be applied at each stage of the process so it’s easy for users to find what they need when filing or retrieving documents.
Use the Right Software
You need a comprehensive software solution that can handle all types of documents and data. Software like Monday.com will allow you to create, track and manage your projects from start to finish. You also want a platform that can integrate with other applications so that you can pull in data from sources like customer relationship management (CRM) systems or accounting software.
Secure Your Files
It’s important that you protect the sensitive information in your documents from theft or loss by using encryption tools. Encrypting files makes them unreadable to anyone who doesn’t have the password or key needed to decrypt them. You can also use cloud storage services like Box or Dropbox, which offer built-in encryption features for added security.
Key Takeaway
We’ve only covered the basics here, but making sure you have a solid document management workflow in place is key to the success of any business. The more documentation you have, the higher chance there is for something to go wrong within your business. Record these processes with a movie maker online that will help you record your business presentations. A detailed record of your processes reduces that risk and ensures that mistakes are resolved quickly.
Author’s Bio:
Angel Bacasmas is a PR Outreach Specialist at VEED.IO. She is passionate about the arts, music, and fashion. She spends her free time reading books, watching movies and playing sports.
