It's frustrating to maintain document management at all times. Whether it's a cluttered hard drive, a messy inbox, or a team that can't find the file they're looking for, every company encounters troubles keeping up with document management. Document management is a constantly evolving area in every company. If you don't keep up with things, it can go from being slightly irritating to completely out of control in no time at all. This may seem overwhelming at the moment. With so many file types and programs available along with so many different third-party services (many of which are equally confusing as they sound), you may be thinking it's difficult to manage everything. However, we'll assist you in everything you need to know about document management and its various facets so that your team can get back to work in no time. HapPhi offers AI-based document management services.
June 15, 2022
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Everyone has trouble keeping up with document management at some point or another. Whether it’s an overflowing inbox, a disorganized hard drive, or a team that can never find the file they’re looking for. In any organization, document management is something that you have to keep working on constantly. If you don’t stay on top of things, it can go from being mildly frustrating to completely out of control in no time flat. We understand how overwhelming this situation might seem right now. There are so many different file types and programs out there, along with tons of different third-party services (many of which are just as confusing as they sound). But don’t worry! We’ll walk you through everything you need to know about document management and its various components so that your team can get back on track in no time.
What is Document Management?
Document management refers to the practice of keeping track of all the documents that you create, access, or store. This can include things like contracts, spreadsheets, presentations, business emails, and even scanned physical documents. Even though these files are typically hosted and accessed online, it’s still important to keep track of them as a whole. This is because as an organization, you will likely have access to dozens, hundreds, or even thousands of different files across different platforms. Document management is meant to make all of this information easier to find and use. It’s the core workflow that ties all the other components of your online system together. A good document management system will give you access to all your files from anywhere, make them easy to search, and allow you to collaborate seamlessly with your team.
File Types and Programs
Document management is all about files, so it’s important to understand the different file types and what they’re used for. There are two main file types: Documents and images. Documents: Documents are usually text-based and can include anything from a Word document to an Excel spreadsheet or a PDF. These files are usually used for more formal purposes. Images: While image files (like TIFFs and JPEGs) can also be used for more formal purposes, they’re more commonly used for things like company logos. There are also a few different file types that are used in document management. - .txt: This is the file extension for plain text documents. You’ll often see this for documents that are used for coding, like SQL or COBOL. - .pdf: PDFs are perhaps the most common file types used in document management because they’re fully editable and can be easily converted to other file types. - .docx: This is the file extension for Microsoft Word documents. - .xlsx: This is the file extension for Microsoft Excel spreadsheets. - .pptx: This is the file extension for PowerPoint presentations. - .pages: This is the file extension for Apple Pages documents. - .txt: Plain text files are often used for storing data like to-do lists and brainstorming topics. - .png: PNGs are commonly used for storing images or logos for your brand and marketing efforts.
Organizing with Folder Architecture
First, you’ll need to decide on your preferred folder architecture. A good folder architecture is essential for organizing your documents and making them easy to find. It doesn’t matter whether you’re mapping out your hard drive or creating a virtual filing system in the cloud. Without a proper filing system, managing your documents will be nearly impossible. There are a few different ways to structure your folders, and it’s up to you to decide which one is best for your team. Some people prefer to organize by project, while others opt for a more general system. The important thing is finding something that works for you and your team so that you can easily keep track of everything. You can also decide to organize your documents in more than one way. For example, you may want to create a folder for every client you work with and then another for every project within each client folder.
Org Charts and Smart Folders
Organizational charts can be helpful for keeping track of who is responsible for what and where documents should be filed. You can use organizational charts to keep track of who is in charge of which departments and projects. You can also use organizational charts to keep track of who has access to what documents. Org charts are particularly helpful if you’re managing any type of permissions for accessing documents. This way, you can quickly see who has access to what and which departments have been granted permission to collaborate with one another. Org charts are usually displayed as a tree diagram, but you can also use a more visual chart, like a flowchart. Another helpful tool is the smart folder. This can be used to automatically file and store certain types of documents into their own designated folders. For example, if you want all contract documents to go directly into the “Contracts” folder, you can set up a smart folder to automatically move and file these documents for you.
Electronic Folder Marking and Reviewing Process
Once you’ve decided to move to an electronic filing system, you’ll need to start marking your paper documents for scanning. This is where the electronic folder marking and reviewing process comes into play. Electronic folder marking is exactly what it sounds like. When you move a paper document to an electronic folder, you’ll want to mark it electronically so you know the document has been transferred. You can do this by adding a drop-down menu to each folder where you can select the type of document that’s stored inside. You can use symbols or letters, or you can add a keyboard shortcut for each type of document. Next, you’ll want to create a process for reviewing your documents and moving them to the proper folders. This is often done on a regular basis, like once a week or once a month. You can use a check-off list or software like Basecamp or Asana to keep track of which documents have been reviewed.
Benefits of Enhanced Document Management
By implementing some of these components into your document management system, you’ll gain access to a number of benefits. - Easy Access and Collaboration: The most obvious benefit of enhanced document management is that it allows you to easily access and collaborate with your team. This is because all of your documents will be hosted online and you’ll have full access to them from anywhere. - Improved Organization: Another major benefit of enhanced document management is that it’ll help keep your team organized. Having a streamlined system for keeping track of all your documents will help cut down on confusion and improve productivity. - Better Security: Another big concern for many businesses is data security. With an electronic system for storing your documents, you’ll have a greater level of security.
Ultimately, the most important thing you can do for your business is make sure everyone has access to the information they need to do their jobs. That means digitizing all your documents and storing them in one centralized location. This way, you can stop wasting time trying to track down people’s emails and get straight to work. Your team will thank you for it. And as an added bonus, keeping everything in one place will make it easier for you to measure and track progress across different departments.