Your company is dealing with information throughout the day in form of emails, written documents and spreadsheets. Document management processes enable files to be easily moved across the company, ensuring that information is readily accessible when it is needed. This process will also ensure that the right individuals have access to crucial documents and data, ensuring that information doesn’t go missing in translation.
A basic document management process involves capturing the appropriate type of information, storing it in an organized repository for simple retrieval, and determining how long a file is preserved before it is destroyed. Some systems incorporate sophisticated tools that help streamline these processes without the need for additional equipment or training.
Document storage is part of the document management process. This includes storing the document in the right place in the central repository. It also involves regulating the duration of time that the document will be stored and regulating the way documents are moved from one format to another. This includes archiving files, and then taking them out.
It’s easy to overlook the latest version when multiple stakeholders work on the same document. This is the reason your system must have workflow automation and control of version that let you revert to older forms of a file if needed.
Your team will save time and money through targeted solutions to search and locate documents. For example, if you employ a document management program with a search feature that lets employees search for documents based on names and date of creation or keywords, it’s easier to track down important documents than if you employed a traditional filing cabinet.
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