Businesses generate vast amounts of documents like contracts, files, and documents which must be easily accessible. It could take employees hours or days to find the information they need without a strategy for managing documents. This could have a direct impact on productivity and can lead to lost revenue opportunities.
Establishing a central repository of documents is the first step towards developing a successful business document management process. Once the process is in place, businesses will begin to see improvements in processes and workflows which have been affected by the previous issues with documentation.
The most important aspect of a document management system is the appointing of an owner or individual who has the ultimate authority to make decision. Document processes will be ad-hoc and non-standard if there is no accountable person. This can lead to frustration and a reduction in efficiency.
Additionally, a business should also create standards for folder and type of document naming and indexing to ensure that the system is always functioning efficiently. This will help to prevent repetition of documents and increase the overall document quality.
Before deciding on a plan of retention, it’s essential that a business considers how long each document should be kept. This is because some documents must be kept for legal reasons, whereas others are not required to fulfill operational requirements. By determining the amount of time to keep each document, companies can ensure that it does not use up storage space or resources on information that is not needed or no longer relevant.
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