Building a Document Management Strategy – Part 2

By now you probably realize how important a document management strategy is to reduce the amount of paper, streamline processes, and improve efficiency. As we showed you in part one of document management strategy your organization will see improved collaboration, fast document retrieval, enhanced security and more.

Once you’ve decided to move forward with a document management solution you need to have a clear understanding of how you will implement the technology into your business workflows. In this blog post, we will discuss some of the benefits of implementing a document management strategy and provide tips on how to get started. Keep reading to learn more!

Steps to implement a document management strategy in your organization

Every organization has different document management needs, so there’s no one-size-fits-all solution for implementing a document management strategy. However, there are some basic steps that every organization should take to get started.

Step 1. Develop a plan. First, you’ll need to develop a solid document management plan. This plan should identify your specific document management needs and goals, and lay out a roadmap for how you’ll meet those needs.

Step 3. Select a provider. Once you have a plan in place, you’ll need to select a document management solutions provider who will help you to implement the specific document management solutions that best fit your organization’s needs.

Step 3. Provide training. Finally, you’ll need to train your staff on how to use the new document management systems and procedures.

By following these steps, you can ensure that your organization is well prepared to implement a successful document management strategy.

Components for a document management plan

A document management plan is an essential tool for ensuring that documents are properly organized and accessible. While the specific components of a document management plan will vary depending on the needs of the organization, there are a few key elements that should be included in every plan.

  1. Assign roles and responsibility. Identify who is responsible for managing the documents. This may include a designated staff member or team, or it may be a shared responsibility among all members of the organization.
  2. Determine content management structure. Decide where you will store and how you will categorize documents. This will help to ensure that documents are accessible.
  3. Establish a review and renewal cycle. Determine how often documents you will review and update documents. This will help to ensure that information remains accurate and up-to-date.

By including these key elements, organizations can develop an effective document management plan that will keep their documents organized and accessible.

Selecting a document management solution provider

When it comes to document management, businesses have a lot of options to choose from. As your business grows, so does the amount of data you generate and store. From customer records to financial documents, this data is essential to your operation. However, it can be difficult to keep track of all this information, especially as it grows.

A document management solution provider can help you to organize and store your data, making it easy to find and use when you need it.

One important decision is whether to outsource the management of their documents to a managed service provider. There are many benefits to using managed services. Using a managed services provider who offers a document management solution can offer you valuable support and expertise, and ensure that your data is always safe and accessible. This allows you focus on other core business activities.

However, it’s important to select a document management solution provider that is reputable and has a proven track record. When selecting a document management solution provider, it is important to choose a company that you can trust. Look for a provider with a proven track record of success, and make sure to get references from satisfied customers.

With the right document management solution in place, you will know that your data is well-protected and easy to use.

Training staff

Any business that relies on documents — from contracts to customer records — needs to have a sound procedures in place for managing those documents. Here are components you need to include in staff training:

  1. How the system works
  2. How to store documents correctly
  3. How to retrieve documents
  4. What type of documents will you store on the systems
  5. How long will you keep documents on the system
  6. What their role is for maintenance of the system
  7. How will you perform audits

Once these basics are in place, businesses can then start to develop more specific procedures for managing their documents. For example, you may want to create a retention schedule that outlines how long certain types of documents need to be active. Or they may want to set up a system for archiving old documents..

By taking the time to develop an effective document management training program, businesses can ensure that their document management plan is successful. A document management solutions provider can help you develop a staff training program.

Tips for maintaining a successful document management strategy

Implementing a successful document management strategy is key to maintaining efficient workflows and reducing the risk of data loss. Here are a few tips for maintaining a successful document management strategy:

  • Keep your documents organized. Maintain the filing system that appears in the document management plan to make it easy to find documents.
  • Use a managed services provider. Managed services can help you keep your documents and your document management system up to date, secure and compliant with regulations.
  • Back up your documents regularly. Make sure you have a backup of all your critical documents in case of data loss.

By following these tips, you can ensure that your document management strategy is successful and helps to improve your business efficiency.

Final Thoughts

When choosing a document management solution provider, it is important to select one that offers features that meet the specific needs of your organization. Training staff on how to use the document management system is also critical for success. By following these tips, you can develop and maintain a successful document management strategy for your business.

Visual Edge IT, Inc. (VEIT) specializes in managed IT services and security, cloud computing, and print/copy solutions for businesses across the U.S. including remote office locations. We offer a full line of office technology and services including 24/7 remote monitoring and administration of networks, service desk, and data backup and restore to improve business processes across a variety of industries. Plus, Visual Edge IT™ represents the industry’s leading manufacturers of office technology allowing businesses to get equipment, supplies and service from a single source. Backed by more than 20-years of technology service and a national network of expert engineers, VEIT is uniquely positioned to support business technology needs. The company is headquartered in North Canton, OH, USA. Request your no-obligation assessment today and get a free dark web analysis.