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

It’s also recommended to consider access rights, which allow administrators to establish different levels of privilege. For instance, some people may require access to certain documents only by reading them but not others. In addition the team members should have a clear process for communication in place so that they can easily contact the administrator for assistance with managing documents.

The use of a file name convention is another way to improve the management of documents. This will make it easier for users to find files and ensure that they’re running the most recent version. Documents may be labeled incorrectly and cause a variety of issues. A small error can have a significant impact on productivity, ranging from documents that aren’t readable to missing information.

It’s worth the time to create a well-organized folder system to help workers navigate your DMS. This will save them time, reduce duplication of work, and improve data quality. It is also essential to develop a metadata schema that will enhance the search and discovery of your archive. This is vital to achieve your goals for managing documents, whether you want to enhance collaboration or streamline your workflow.

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