Document management best practices are essential for businesses as they become more digital. The more efficient the document workflow of a business is, the more efficient and productive it will be. The good news is that changing the way that your team organizes digital documents does not have to be difficult. As with any rollout of technology some team members may be more inclined than others to be able to adapt. We’ve put together a list of seven tips to help you improve the efficiency of managing digital documents within your team.

#1 Establish clear, fast review and approval processes.

Unorganized processes for reviewing and approving documentation are a major reason why organizations fail to meet deadlines. By automating as much of the process as possible and establishing a clear and easy to follow order to your folders, your team will have an more easy time keeping track of their documentation obligations.

#2 Implement a consistent file indexing system

It is easy to misplace or lose files without a standard naming convention and a clear http://www.ondataroom.com/data-room-software-for-making-businesses-more-efficient filing hierarchy. This is particularly relevant to critical and legal documents. To prevent these issues your team should employ a consistent color-coding and alphabetical or numerical system to create an indexing system that is easy to understand and follow.

The team you work with should consider setting up access controls for each document, in addition to the standard naming system as well as an indexing system. This will ensure that your documents can only be accessed by authorized users and protect sensitive information. Version control lets you track changes, and always be up-to-date with each document.