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Documents such as contracts, invoices, proposals and business plans contain important information that must remain safe. This is why it’s important to have a digital document management system that considers security. This means looking for the right platform that includes features like versioning, which allows you to modify documents without rewriting them.
It’s also an excellent idea to think about access rights, which allows administrators to establish different levels of privilege. Certain people might only require access to certain documents in read-only mode but others won’t. Your team members should also have a clear communication plan in place that allows them to quickly contact the admin for assistance in managing documents.
The use of a file name convention is another method to improve the management of documents. This will make it easier for users to find documents and ensure that they’re operating with the latest version. Documents that are labeled incorrectly can create all sorts of issues. From illegible files to content that isn’t there An error as minor as this can have a big impact on productivity.
It’s worth it to create a logical organization system that can help users navigate your DMS. This will help them save time, reduce duplication of efforts and increase overall quality of data. The same goes for building metadata schemas that will allow better search and discovery functionality across your archive. This is crucial to achieving goals in managing documents.
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