The new year is a perfect time to make big goals for your business--like getting and staying organized. Here are a few document management tips to cut down on storage costs and improve efficiency throughout your company.
The Best of Document Management
Although document management is about more than just organization, most businesses get started with this solution because they're feeling overwhelmed by file cabinets and unruly stacks of paper. The other benefits--like improved security, simpler workflows, and better communication--come later.
Sound too good to be true? Here are a few document management tips that can help your business get started on the right foot this new year:
#1: Know Your Retention Needs
How long do you need to hold onto certain files? This can change depending on your industry and regulations, but it's important to know--not just so you stay compliant, but so you stay organized. Document management can help you create a "retention schedule" so you know how long to store certain records (and when to get them out of your way).
#2: Scan and Shred
Many businesses get so focused on the scanning element of document management that they entirely forget about shredding. A shredder is a great way to keep data out of the wrong hands, sure, but it also helps get rid of physical copies that take up space and increase your storage costs.
#3: Create Document Rules
How should employees name new files? Do you organize documents based on content, client, date, or something else? Who has access to which files? Questions like these help create rules--an important part of any successful document management solution.
#4: Train Employees
The best document management solutions are no good if people don't actually use them. Make sure your employees are trained on all those new rules, systems, devices, and regulations.
Conclusion
Ring in the new year with a new way to handle documents. Organization is key, but document management can do a whole lot more--and the first step is to start with tips like these.
Want more value from document management? Contact us today to see what this solution can really do!