With how much data companies collect these days, having a reliable way to access that data is more critical than ever. Unfortunately, not every business has a robust document management system in place. When 86% of employees say they have issues looking through documents, that's an issue.
If you're just starting to create
your document management strategy, you need to know how to do it right. Below
are four common document management errors you can't afford to make.
1.
Having Zero Backups
An excellent file management
strategy can only get you so far. Unfortunately, there are times when accidents
happen, and you lose files. It can happen because of anything from accidental
deletions to hardware failures.
You can face serious business
disruption if this happens with no backup in place. A backup strategy will
create copies of your essential documents in another location. If something
ever does happen, you can quickly restore your lost data and get back to
business as usual.
2.
Create Reliable Search Features
It isn't enough to have a single
place to store all your files. If you have a lot of data, it becomes
challenging for people to find what they need.
That's where search functions help.
You can set up a search in your document system to focus on keywords. Doing
this helps your employees spend less time searching for data and get back to
work quickly with what they need.
Modern systems do this by indexing.
An index is a way to sort your files based on criteria. It speeds up the search
process and helps you organize your files.
3.
Digitize Everything
Even if you have to keep physical
copies of some of your documents, that doesn't mean you have to stop there.
It's still troublesome to search through file drawers to find what you
need. If you want to improve the search process, you need to digitize every
file in your organization.
Luckily, this isn't hard to do. Use
a scanner to create images of all your files. If you want to go a step further,
you can use a C# PDF generator to create PDFs of your important files.
4.
Use Access Management
While it is simpler to give all your
employees access to your document system, that isn't the best way to do things.
The common cyber threats out there make security something you can't ignore
these days. Unfortunately, full access to documents is a significant security
risk.
You limit your security breaches
when you control who can access what documents. Hackers won't be able to access
more sensitive files if the compromised employee has no access to them. That
means protecting business data becomes easier for your security team.
It's
Easy to Avoid the Common Document Management Errors
Creating an online document
management system seems overwhelming at first, but there's a set of procedures
you can use to make it easy. Now that you know the common document management
errors to avoid, you're in a better position to set things up the right way.
Start the process today to create a system that works for everyone in your
business.
Are you looking for more tips that
will help you optimize your business processes? Head back to the blog to learn
how to create a more efficient company.
