Why a Document Management System?
A document management system is only as good as those who are implementing it. A crucial part of any organization with a large volume of files, document management systems allow for easier access to, and archival of, organizational files. A good system will provide more than just that, though, as you can expect improvements with:
- Searching for files
- Fewer files sent through email
The benefits are obvious, but it requires discipline to implement a system properly. Here are three things any organization should keep in mind when using a document management system.
Three Critical Steps
Naming – Consistency of naming conventions is one of the simplest, yet important, considerations when working with a document storage system. Organization-wide, or at the very least departmental, conventions are necessary in order for users to reliably find files.
At Extract, we help with this by requiring unique filenames for each document and return redacted files named in a uniform format indicating completed redaction.
Access – As we’ve discussed in the past, proper access and controls are critical to maintain the security of your files. Confidential data is at risk of exposure from both internal and external sources. This is why it’s imperative that employees can only access the information they need
Retention – Depending on the industry, documents may not have retention requirements, may need to be retained for a particular number of years, or may even need to be retained indefinitely. It’s extremely important to adhere to any regulations, but a universally applied retention policy allows for files to be routinely purged or archived to keep your system running efficiently.
Customers are King
Your documents are an extremely valuable part of your organization, both to you and your customers. Ensure that they are taken care of with not just a good document management system, but one that has extensive input from your organization. Plan before implementation and train users to be sure that once you go live, you’ll be getting the most out of your new system.
Extract already has integrations with a variety of document management systems and has a proven track record of being able to integrate with new systems that our clients are using. To find out more about how we can be another piece of the puzzle in managing your documents, reach out today and we’d be happy to fill you in.
ABOUT THE AUTHOR: CHRIS MACK
Chris is a Marketing Manager at Extract with experience in product development, data analysis, and both traditional and digital marketing. Chris received his bachelors degree in English from Bucknell University and has an MBA from the University of Notre Dame. A passionate marketer, Chris strives to make complex ideas more accessible to those around him in a compelling way.