A guide to effective document management


Emma Venema

Onderwerp Blog
Gepubliceerd op

April 12, 2024

Paperwork ‘adieu’

Welcome to our comprehensive guide to effective document management, where we help organizations say goodbye to paperwork and move to a modern, efficient way of working. In this article, we will discuss the key steps needed to embrace effective document management and reap the benefits it brings. Let’s get started!

Step 1: Digitize your documents

The first and most important part of effective document management is digitizing your paper documents. This involves converting all your paper documents into digital files that can be easily stored, organized and shared. Use a scanner to digitize paper documents and store them in a digital filing system.

Step 2: Choose the right document management software

To manage your digital documents effectively, you need the right document management software. Choose a platform that meets your organization’s needs and offers features such as version control, search functionality, security and collaboration tools. Platforms like EntrD’s FileFactory offer a range of features to help you manage your digital documents.

Here are some examples of document management software:

Microsoft SharePoint: SharePoint is a widely used platform for document management and collaboration within organizations. It offers features such as document storage, version control, search functionality, collaboration tools and integration with other Microsoft products.

Google Workspace (formerly G Suite): Google Workspace offers several document management and collaboration tools, including Google Drive for document storage and sharing, Google Docs for document creation and editing, and Google Sheets for spreadsheets. It also offers features such as version history, real-time collaboration and search functionality.

Dropbox Business: Dropbox Business is a cloud storage and collaboration platform used by many organizations for document management. It offers features such as file storage, sharing and syncing, version control, security options and integrations with other business tools.

DocuWare: DocuWare is a document management and workflow automation platform that helps organizations digitize, organize and manage their documents. It offers features such as document storage, workflow automation, search functionality, security options and integration with other business systems.

These examples represent only a small portion of the many document management software options available. Choosing the right software depends on an organization’s specific needs and requirements, such as size, budget, integrations with existing systems and required features.

Step 3: Organize your documents

One of the keys to effective document management is organizing your digital documents in a logical and structured way. Create folders and subfolders to categorize your documents by subject, date, department or other relevant criteria. Make sure you use a consistent and intuitive organizational structure that is easily understood by all users.

Step 4: Implement policies and procedures

It is essential to implement clear policies and procedures regarding document management within your organization. This includes guidelines for creating, editing, sharing, saving and deleting documents. Ensure that all employees are aware of and follow these policies and procedures to ensure consistency and compliance.

Step 5: Train your team

The success of your document management initiative hinges on the commitment and cooperation of your team. Ensure that all employees are trained in the use of the document management software and are aware of the policies and procedures related to document management. Encourage a culture of efficient document use and collaboration within your organization.

Step 6: Conduct regular audits

To ensure that your document management system continues to function effectively, it is important to conduct regular audits. Verify that all documents are correctly categorized and organized, that there are outdated or duplicate documents that can be deleted, and that all users are following policies and procedures. If necessary, adjust and improve your document management system based on audit findings.

Step 7: Keep innovating

Finally, it is important to continually innovate and improve your document management processes. Stay abreast of new developments and technologies in document management and apply them to improve the efficiency and effectiveness of your document management system.

By following these steps and embracing effective document management, organizations can say goodbye to paperwork and benefit from a more modern and efficient way of working. Paperwork adieu and welcome to the age of digital document management!

FileFactory as support for a document management system

FileFactory, developed by EntrD, can help organizations organize, store and share their digital documents. It offers features such as tagging, search functionality, anonymizing sensitive data, security and compliance, and analytics and reporting.

Curious about this?

Then download the brochure here or request a demo from us!