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Five Document Management System Best Practices



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Every organization has a real need for a document management and enterprise content management (ECM) system. The ability to access the correct version of a document or record is important, but ECM goes beyond that. ECM puts content and documents related to organizational processes ready at your fingertips and remain archived safely and securely.

In today's document-intensive environment, it's important to deploy a reliable document management system to track and manage your corporate business assets.

Five Best Practice Recommendations for Document Management

1. Align Document Management System Requirements to Business Goals

Choose an electronic document management system that supports your business needs instead of reorganizing your business to fit your document management approach. Look at how your business is growing.
  • How important is remote access to documents?
  • What role does compliance play?
  • What does your IT infrastructure look like today – and how will it change?
  • What are your key business concerns-agility, flexibility, security?

Be sure your document management system satisfies your current and future business requirements.

2. Ensure Reliable Electronic Document Capture

Transform your paper documents into digital files that can be tagged and stored in an electronic document repository for quick and easy retrieval.

Select a document management system that includes document scanning and the ability to index documents. You should include more than just file names. It should include the entire file contents as well as descriptive tags and keywords. In this way, you can be sure you are able to retrieve all relevant information in your searches, whether you are searching on a single word that might be contained in any file in the repository, a "metadata" tag or keyword, or the file name.

3. Secure Access to Sensitive Documents

Compliance dictates that some documents containing personally identifiable information have restricted access and secure sharing. Choose a document management system that utilizes a secure document repository and includes authentication and password protection, so you can control access to documents and track and manage who has viewed them, in addition to receiving notifications or alerts when changes to the documents have been made.

4. Optimize Workflows and Business Processes

Improved business efficiency is one of the core benefits associated with electronic document management. By digitizing your documents and tagging them for rapid search and retrieval, you are reducing the time employees spend looking for information relative to their jobs - and productivity increases as a result.

Be sure your document management system can be customized to support your workflows and optimized for your business processes. Automated tasks and email notifications can help keep employees on track and minimize breaks in workflow procedures.

5. Manage Electronic Document Life Cycles

How long do you keep your electronic documents, and how and when are they destroyed?

Compliance plays a role in this decision, as do your specific business requirements. Be sure your document management system:

  • helps you track your electronic filing
  • manage where documents are in their life cycles
  • know whether they are active, archived or ready for disposal

We offer several document management and ECM products to fit your needs. No matter your requirements, LBMC Technology Solutions has the ECM solution and services for you. Contact us for an objective assessment of the right software for your organization!

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Posted in: Technology Services