Paper Document management work is not always carried out smoothly. This article will list common mistakes to avoid and share best practices for a successful document management project.
The most common problem is how many organizations still store and share paper-based business documents in multiple locations. The volume of digital information has led to chaotic document management, frustrating employees, and wasting resources. This chaotic approach needs improvement from tedious searches for the correct document version to slowed business processes. When organizations approach document management disorderly, frustration and high expenses are likely. Inefficient or time-consuming searching will only intensify the problem.
Unfortunately, many DMS implementations can run into problems right off the bat due to a lack of a practical project approach and poor expectations. Thankfully, we have some tips for you as well as a few best practices!
Let us see a little tale on a big file server.
When hiring Merry, the GrowBig team realized her past IT work experience would be a significant asset for their fast-growing companies. The company relied on file servers to keep track of everything, but as they grew, there was no easy way to find any particular document type when the company needed it. All electronic documents are allowed to be stored securely and centrally. Due to the chaotic approach, employees have started facing several problems with this file as it was becoming a mess. They complained about the server being messy, saying that some files were lost and hard to find or identify- thus affecting business processes that rely on these file cabinets.
When Merry wanted to find a document management system, she found out that’s there was no set way to do it. Fortunately, she hired a consultant who defined all the metadata and made access available for everyone on the network. The issue got solved – or so she thought.
But, not too long after installation, it became clear the system was not attracting enough employees. Some preferred the server-based version of our company’s old DMS, while others quickly shifted to file servers after three weeks of installing the new one.
Document Handling Workflow
A sound document management system supports the business’s document handling workflow. It integrates documents into the company’s business which enables collaboration within documents. Companies must ensure that they can get digitized and tag their files. This process provides quick search, identification of documents and their retrieval.
Optimization of document handling workflow has various benefits:
1. It improves business efficiency.
2. It automates reminders according to the deadlines, charts and schedules.
3. It fulfills the understanding of approved invoices.
Checking of Additional Opportunities for Automation
Document Management can automate several tasks, simplify workflows, and collect data for repositories and software. By automation, businesses have the power of managing documents and collecting records. It further assists in making the content discoverable. It helps identify various documents and redirect them to the right people of the organization.
Benefits of Additional Automation Opportunities:
1. It automates different functions.
2. It empowers automatic routing.
3. It enables integrated workflow.
4. It provides easy content searching.
Opting for a Simple User Interface
The document management system can handle different issues; however, not all functionality needs to be displayed on each user’s screen. A good program allows administrators to display user-specific elements. It simplifies the user interface business, making it possible for the users to perform the work without any inconvenience.
Benefits of a simple user interface:
1. It has simplified features.
2. It has an easy interface.
3. It is easily understandable.
4. It addresses issues.
Merry did some specific things when launching the digital document management system in GrowBig. Let’s explore those issues and understand document management systems examples.
Mistake 1: Regarding the electronic document management system (EDMS) as an application instead of a platform-
Effective document control requires a holistic strategy for storing and managing documents. This approach should take into account the culture and demographics within your organization and your organizational values. The document management system offers several features, from versioning to search, which either coding or configuration can implement.
Effective document control requires a holistic strategy for storing and managing documents. This approach should consider the culture and demographics within your organization and your organizational values. The document management system offers several features, from versioning to search, which either coding or configuration can implement.
Document management software isn’t always a complete solution either. The default user interface may not cover all of your requirements, and you might discover more about the application than you want to know, wasting time and resources in getting work done. For example, ItsGuru needs a contract management system where its guru should have an auto-notification system before the contract expires. One common problem is that many organizations still store digital documents in several locations or personal file-sharing accounts. The amount of digital information is growing at an ever-increasing rate. A chaotic approach to document management leads to frustration and a waste of resources: from a mundane and time-consuming search of the correct document version to slowed business processes.
How to avoid this mistake?
Develop a Document Management Plan:
Develop a plan of action for your corporate document management and prioritize the types of documents that are prime concerns.
You can recreate your document management solutions after they fail. Returning to the previous system will make things easier and more successful.
Mistake 2: Making things too complex
An enterprise search system is like a Swiss army knife, with pre-built features to help you organize, store and find all types of information. But if you misuse it or forget one of the tools in your pocket, this can lead to severe problems with dirty wounds – so be careful! DMS offers an integral part of defining different documents with lots of metadata. Handling workflow that starts in one DMS and moves to another and visual interfaces with user-defined options can be created within a single platform.
Mistake 1 is different from mistake 2. Implementing a DMS for mistakes one is easy, but implementing one for errors two would be difficult and time-consuming.
Mistake#2: “Many organizations still store some data entries in multiple locations or personal file-sharing accounts.”
Mistake 3: “Many organizations still store some data entries in multiple locations or personal file-sharing accounts.”
98% of employees want to find the information they need and work as efficiently as possible to do their job.
How to avoid this mistake?
Balance the need for both simplicity and complexity
Your business analyst should be an expert in when to stop. They should know where to stop updating and adding new features or functions if too many pieces are already on the app to work well. Expertise who has a flawless track record of implementing similar projects is critical, too, as is knowing the user interface.
Mistake 4: Forgetting about change management.
Often preached and rarely performed: change management
Implementing a cloud-based electronic file cabinet brings change to the organization. Managers often struggle with how and when to involve employees in these changes. It’s imperative for the success of any DMS implementation that they are included from the beginning.
How to avoid this mistake?
The best approach is involvement when you don’t provide training to your end-users. Involve them from start to end. Make them test each iteration in the sprints and show them an immediate result, 100% success – no issues whatsoever!
Best practices principles apply to a wide range of various document-intensive businesses such as construction business, economics, Information Technologies, the Aircraft Industry, etc. Any company or industry which is needed for better coordination between the departments of employees while having a deeper insight into the new trends benefit from the document management system. A productive document management system is significantly improving business results. It affects tracking workflow and business deadlines which are the two prominent landmarks of any project. Effective document management best practices are beneficial if a business gets the most from its system. The document management process might be confusing initially, but taking small steps ensures companies adopt these practices and avoid mistakes.
Document retention best audit trail will help you make the most of your DMS system. Even after installing a DMS, it is not necessary to be utilized to its fullest potential.