Documents aren't always easy to deal with. They have a lot of important (and sometimes sensitive) information, but they still need to travel between stakeholders, receive signatures, get updates and edits, and somehow end up safely in storage when they're done being used. That's a lot of work--and if you don't have a good document management strategy, things can quickly get out of hand. Here's what your strategy should look like!
The Key to Document Management
The key to any document management system is to realize that it's an extension of your business. Sure, there are some key things that remain the same no matter who's using document management and why--but once you move past the foundation, every detail, solution, and tool should be designed around you and your needs.
For this reason, it's best to have a document management framework you can build upon and personalize as necessary. That way, you don't end up with a cookie-cutter solution that never truly fits your business--and, perhaps even more importantly, your document management solutions can grow and change with your needs.
That said, it is important to perfect that foundation before you can go any further--and that's where a good document management strategy comes in.
Perfecting Document Management
To create a document management strategy that works for you, there are a few things you'll need:
- A team
Document management doesn't happen in a vacuum. Your strategy needs a dedicated, enthusiastic team who's ready to tackle every file one by one. Having a team also helps you stay organized and delegate when necessary.
- A goal
Although document management solutions can have many goals, it's smart to have one big thing you're working toward. For example, maybe you want to go paperless--and document management can help.
- A review
Next, you need to take a step back and review your current processes. What's working? What's not working? This review will inform your document management strategy and help you choose the best solutions.
- A roadmap
Once you know where you're going (your goal) and where you currently are (your review), it's time to decide how you'll get from Point A to Point B. Create a roadmap to help you take the right steps at the right times and avoid biting off more than you can chew.
In conclusion, document management should be personalized for every unique business--but a good strategy still has a few foundational elements, like a team, a goal, a review, and a roadmap.
Want to learn more about document management? Contact us today for all the help you need!