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10 Document Management Tips By Lantech-Soft

10 Document Management Tips by Lantech-Soft

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Page 1: 10 Document Management Tips by Lantech-Soft

10 Document Management Tips

By Lantech-Soft

Page 2: 10 Document Management Tips by Lantech-Soft

Establish why transition to electronic files is important

• When you make the decision to transition to a document management system, there's always a chance that certain employees will question the reasons for doing so. Giving your staff a background on the benefits of implementing a document management system is an excellent way to make the process clear, putting away any curiosities or concerns that your staff may have about the new system.

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2. Scan your paper documents

• Document management is only efficient if you scan all your paper documents. Make sure you have the right equipment, in order to have high quality scans, and that the document management system of your choice is able to recognize a large variety of file formats.

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3. Choose a customized document management solution

• Each business or organization has different needs, so check with different vendors to find a software solution that is perfectly tailored to your company’s needs.

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4. Categorize all your documents

• Now that you have all documents stored in one place, you need to categorize them: for internal use, for archiving purposes, current documents etc.

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5. Establish access rights

• All the employees should be able to access electronic documents, but when it comes to sensitive or confidential data, it’s important to set up access rights.

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6. Implement automated processes

• Notifications and automated tasks minimize any unwanted breaks in the workflow procedures. This makes it easier for employees to perform their tasks, and it’s also easier to track project progress.

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7. Consider file versioning

• Having different versions of the same documents, allows all users to see previous versions of a document, to check for errors or to make necessary adjustments.

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8. Integrate your system with email platforms

• A document management system that is easily integrated with most email platforms makes it easier to attach, download exchange documents and information among different employees.

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9. Encourage collaborative work

• More and more companies work with remote collaborators, consultants or employees. Make sure the document management solution of your choice enables collaborative work and communication.

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10. Find a document management system that offers complex features• Instead of working with different programs and

applications, it’s better to have a reliable and secure document management system that offers complex features, like VENDOM

http://lantech-soft.com/vendom.html