4 Steps to create A Document Management System

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4 Steps to create A Document Management System
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RULES FOR DOCUMENT MANAGEMENT
Every organization creates a variety of
documents in the process of keeping track of the
things. In order to keep things organized, all
organizers need to have certain rules in place.
For that, you need to answer some questions like
do you have in-house templates for some of your
business documents such as letters, invoices? Do
your company has specialized in-house style
guides that need to be followed? You will need
to spend some time to decide how these things
should be done to ensure consistency and
efficiency.
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HOW TO STORE DOCUMENTS
There are two aspects of document storage. One is
physical and another is organizational. Even if
you own a very small business there is a cost
associated with storage. Not just the cost of
storing documents but the cost of the time that
you and your employees spend in storing and
retrieving files. The most important question
you will face is how the documents will be
stored. You need to follow a good document
management practice. You need to be aware of how
you are going to archive the documents and how
you are going to handle them once they are out
of date.
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SIMPLIFY THE DOCUMENT RETRIEVING PROCESS
Document retrieval is the heart of your document
management system. Sometimes it may take one
hour in a day to retrieve the stored documents.
If you follow a good filing practice then the
process can be a little easy. If you do some
practices such as consistently follow a file
naming convention then finding the documents
will be much easier. Creating a file location
list is highly recommended as it will be easier
for you and employees to remember where a
particular type of file will be stored and to
retrieve from.
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KEEPING YOUR DOCUMENT SECURE
The first step in securing your documents is to
physically secure your business premises. You
need to have security system such as alarm
system installed on the premises. All your
cabinets should be kept locked all the time
except the time you need the files. Also, you
should always back up your documents.
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