Tip #3: Get control over your versions
Version control is the most common reason people start looking for an electronic file management solution. The Microsoft Windows operating system by itself does a poor job in containing the spread of multiple revisions of shared files. Important documents end up saved under various arbitrary file names, in new folders, or in different network locations. This lack of version control often leads to process errors and a gradual slowdown in office tasks, as employees have to check several possible places to retrieve files.
The best practice for version tracking is to forego file paths altogether, and identify documents in more precise terms. The most powerful and practical file management approach today is to link database-stored tags (like project number, client name, document type, or other custom-built categories) to each newly generated document. A DMS database gives users a fast, flexible way to search for what they need without wandering in and out of possible folder locations.
As we mentioned in our previous tip, these database ID attributes are another form of document metadata, or data about data, which gives you an essential tool to track, cross-reference, and monitor your company workflow digitally.
See previous: tip #2.