Would a paperless economy work in today’s digital marketplace? The pen and paper system has not completely dissolved (I doubt it would) – it still is the best tool there is as far as an average CEO is concerned. Managing business documents is one way to ensure workflow runs in an organised and seamless pathway. Today, the usual paper system of filing is combined with electronic documentation to provide a streamlined presentation and organisation that is made available on all media platforms – cloud-based and paper-based at the same time. This is the mixed data environment that pertains to both paper and electronic documentation.
Document management is intrinsically about the control, capture, storage, and retrieval of important business documents. There are many documents which are crucial to daily business workflows such as invoices, brochures, contracts, sales reports, delivery receipts, and balance sheets; to name some. With document creation, there should be a system in place and should be organised especially with the templates. If several people will be collaborating on a document, it should have timestamps whenever an update is made to the original document.
Here are the ways that you can manage business document design and development in a mixed date environment:
- Create a system for easy document retrieval. An efficient filing system will keep all your files in order and for easy access and retrieval anytime. Whether you are keeping these documents in filing cabinets or in file folders on your PC or laptop, creating a system for filing your documents will keep it quick and easy to locate every single document you need. Use a proper filename that will highlight the name and nature of the file, file type, and date or time if applicable. Proper labelling according to the content will help you get organised and avoid lost files.
- Securing documents. Every business document is considered vital data for a company. You must ensure the protection of your business documents by installing the first layer of defence – installation of alarm or security systems in the office. Having a security officer too would help keep burglars or intruders away from stealing your important files. There should be a security procedure or measure to follow for both electronic and paper documents. Sealing or locking filing cabinets is a must. An efficient ID system for employees and guests should also be in place to avoid outsiders from getting their hands into company files. Setting up document security network backups is also important especially for files stored and shared within the company peripherals. Cloud and mobile applications by the company should also be restricted to management use only. Passwords should be changed regularly by management or IT administrator to avoid hacking or corruption of data.
- Implementation of your document management system. With the creation, storage, and retrieval process of documents in place, the real challenge now lies with the actual implementation of the document management system. Everyone in the corporate chain or organisation should know the process of business document design and development. This should be implemented organically and seamlessly by everyone for it to be effective, Misfiling or lost files can be avoided when a proper document management system is working in an organisation.
Converting paper documents into electronic data could take up a lot of time if you type them one by one. This is why organisations have now integrated a mixed data type of documentation. Tying up these two documents together is now easy by proper filing and segmentation. Paper files are scanned and saved into a system together with the electronic records. Being able to search and locate files in one system has made businesses move at a faster pace now than trying to access information from different locations. Indexing, storage, retrieval, and protection are now easy and fast with the right implementation of a document management system.