Designing a Plan for Managing Documents
Whether businesses want to eliminate paper documents out of concern for the environment or they want to gain the significant benefits associated with a digital transformation, today’s savvy organizations are moving in a digital direction.
In order to gain control over unwieldy paper documents and create a system that allows for secure sharing, editing, curating, and storage of data, business owners and IT departments are investing in document management systems (DMS). But a DMS isn’t a one-size-fits-all proposal. If you want to get the most from your DMS, you’ll want to create a plan using these best practices before you deploy your new system.
Best Practices for Your Document Management Plan
The type of document management system (DMS) you use will depend entirely on the way your business uses data. Some are more simplistic while others are robust, with many options at each step of the digital process. Whichever you choose, be sure to follow these simple, but actionable, best practices to ensure you get the most from your DMS.
Plan for Document Creation and Retention
The first step in building a strong DMS is to outline rules for document creation and retention. Will you have a style guide for document creation? Will you date or time-stamp documents? Will you require standard templates to be used for all documents? Thinking through the way your business uses data is essential to creating a DMS that works like you need it to.
Choose a System
Now that you’ve created some ground rules for document usage, you can choose the DMS solution that best fits your needs. Software should be easy to use and should be adopted across all departments. Also, a DMS that is too complex might not get used. Consider setting up a storage system that has an offline sync function that automatically stores documents online to make using the system simple and intuitive. Finally, make sure your DMS will integrate seamlessly with your current business applications for unimpeded workflows.
Implement Your System
Once you’ve chosen your system, it’s time to decide on permissions and access levels. Make sure everyone using the system understands — and follows — naming conventions and sharing settings and ensure that administrators are on top of document activity. It’s also important to fully understand the security protocols inherent in your system so you are comfortable with how your data is being managed, shared, and protected.
Set Up Your Storage
Once your system is ready for use you should begin uploading, storing, and sharing your files. Use those naming conventions you developed earlier to keep data organized and make finding files easier. A tiered level of organization is smart, with larger categories for general information and smaller ones for more detailed data. Make sure you explore all the ways your DMS can index information to make searching — and finding — what you need quicker and easier.
Maintain Your System
A DMS is not a set-it-and-forget-it proposition. It needs regular care and maintenance to keep functioning at optimal capacity. Make regular checks of your system every month or business quarter to clear duplicates and ensure naming conventions are being followed. Archive older files to keep your interface clutter-free. Finally, keep your DMS software updated with the latest patches and upgrades for maximum utility and security.
Even with a DMS, You’ll Still Need Printed Documents
It would be nice if we could all go completely paperless. But even in today’s digitally focused world there is still a need for documents to be printed out on a regular basis.
Fortunately, our focus is on providing ink and toner cartridges that not only provide high-quality, crisp output but they help your business lower costs and contribute to sustainability efforts. What’s more, our remanufactured cartridges reduce your carbon footprint by keeping metal and plastic waste out of landfills and conserving our precious natural resources.
In return, you get reliable, high-performing ink and toner that will ensure you have the printed documents you need when you need them.
Make a move toward a more digital presence, but don’t forget you’ll still need printed documents. Contact Tonerwise and discover how our sustainable remanufactured cartridges can support your business.