Documents like contracts, proposals and invoices contain valuable data that need to be protected. This is why it’s important to use an electronic document management system that takes security into account. This means that you need to look for an application that has features like versioning, which allows users to edit documents without overwriting them.

It’s also an ideal idea to think about access rights, which allow your admin to set different levels of privilege. Certain people might only require access to certain documents only for reading but others won’t. Your team members should also have a clear communication plan in place that allows them to reach the administrator for assistance with managing documents.

Another important way to improve your document management is by using a dependable file naming protocol. This will make it easier for users to find documents and ensure that they’re operating with the most current version. Documents may be labeled incorrectly and cause a variety of issues. A small error can have a major impact on productivity, from the inability to read files to missing information.

It’s worthwhile to create a logical folder system to assist users navigate your DMS. This will help them save time, cut down on duplication of work, and improve data quality. It is also crucial to create a metadata schema that will enhance search and discovery across your archive. This is crucial to achieving your goals in managing documents whether you’re looking to increase collaboration or streamline your workflow.