In today's document-intensive environment, it's important to deploy a reliable document management system to track and manage your corporate business assets. Getting started is easy if you follow these best-practice recommendations:
1. Align Document Management 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 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 using more than just file names, including 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
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 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; and know whether they are active, archived or ready for disposal. M-Files takes a best-practice approach to document management by combining all the robust functionality you need for compliance and efficiency in an easy-to-use, easy-to-own and easy-to-deploy solution.