Struggling to keep track of your business documents? You’re not alone. Handling document management can become overwhelming on top of the large volume of time-consuming business operations.
This article discusses five practical tips and methods to simplify document saving, retrieving, and backup. Whether you’re a small business owner or running a large corporation, these tips can transform your approach toward document management and unlock the full potential of your business:
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1. Implement Centralized Document Management
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As the name indicates, a centralized document management system stores all documents in one place, reducing retrieval time and human errors. All team members can access important information without combing through stacks of paper or going to each other’s desks.
Other benefits of a centralized filing system include:
- Automated workflows
- Version control
- Reduced storage needs
The time and money spent managing physical documents can be redirected toward more critical tasks. A centralized document management system is especially useful for remote teams that need a smooth communication channel.
Central filing systems often come with built-in backup solutions. In case of a data breach or system breakdown, you can recover files and reduce downtime.
2. Establish Naming Conventions
Clear naming conventions can reduce confusion and increase collaboration between teams. When every file in a company’s network system has a meaningful identifier, employees will be able to track documents easily and make changes accordingly.
Here are some tips you should follow for effective document naming conventions:
- Use the same naming format across all documents to ensure consistency.
- Use descriptive names, including relevant details such as the project name, client name, or document type.
- Avoid using special characters to avoid compatibility issues.
- Incorporate versions (v. 10 or Final) if the project has gone through multiple revisions.
- Assign a unique identifier to each project and include it in every document related to the project.
- Keep the file names short and meaningful.
3. Avail Document Scanning Services
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Businesses can improve operational efficiency by converting physical documents into digital files. A document scanning company can scan a wide range of resources, including:
- HR documents, such as employee record files
- Confidential client files
- Medical records
- Incoming invoices and POs
With document scanning services, you can install and access important files and free up valuable physical space. You can also save on the cost of manual labor for document handling.
Choosing a document scanning company can be challenging. Consider these tips to acquire quality services:
- Choose a company that offers customized solutions to meet unique needs.
- Ensure that the company provides robust customer service throughout the process, from receiving physical documents to providing access to the management platform.
- Make sure the scanning service complies with industry standards and certifications, such as HIPAA, PCI DSS, and GDPR.
- Make sure the documents are scanned at SOC 2 Type 2 production facilities to prevent unauthorized data access.
4. Implement Security Measures
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In 2024, 41% of enterprises were hit by a malware attack, one of the most threatening forms of cyberattack. Maintaining the security of your business data is critical for smooth management. Here are some steps you can take to minimize the risk of data breaches:
Regularly Backup Data
Data backups can prevent data loss in case of hardware malfunction, malware attacks, and accidental deletions. You can automate regular backup systems to manage documents.
Implement Strong Passwords
Choosing difficult-to-guess passwords is a simple and underrated measure to prevent unauthorized access to sensitive documents. Start by encrypting your company’s Wi-Fi network and hiding the Service Set Identifier (SSID).
Set strong Wi-Fi passwords containing a mix of uppercase and lowercase letters and special characters. Share the password with employees and other authorized personnel. Change it at least every three months.
Conduct Security Audits
Despite using compelling document access control features, human errors can put your documents at risk. Conduct a security audit to identify compromised areas. Create a comprehensive data breach plan to tackle any problems in the future. You can also avail third-party security audit services for convenience.
With robust security measures, you can protect business documents from external and internal threats.
5. Utilize Technology
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With the advent of technology, document management has been greatly upgraded. Businesses are using numerous features for efficient workflows. Common features include:
Optical Character Recognition
OCR automates data entry tasks and reduces the risk of manual errors. It can also save time and reduce the amount of paperwork employees have to process.
E-signatures
Gone are the days when you would have to mail essential documents and spend money on ink and stamps. Electronic signatures have also eliminated the need for in-person meetings.
Cloud Computing
Cloud computing eliminates the need to purchase and maintain physical servers. All business data is stored on remote servers, facilitating remote work and collaboration. Cloud computing systems implement strong access control features to prevent data breaches and ensure peace of mind.
