Know the document management process before you implement a system

Organizations those are willing to go for a paperless office should know the document management process very well before they are implementing any such system. If you have been in the business for a long time then you will already be having a lot of paper documents piled up for years in your file room. Converting all these documents and uploading into the document management system is a tedious task and it is also not necessary in most of the cases.



You have to implement a system that your employees can use and not add a single manual file to the existing piled up files. If this is followed for a year, you will find that you are getting good results out of the document management system that you are implementing. Leave the old file room to die on its own. If you know that all the files can’t be disposed off due to the nature of your business, then you can find some automatic scanner which can convert all the documents fed to it into images automatically and stored in the document management system. You have to decide whether you need those files that are already piled up for later reference. Otherwise you can just leave them as it is.

All the new documents that arrive at your desk have to be scanned first and uploaded in the system so that your employees can start using the document management system that is implemented. The scanned document has to be there in the process from step one.

The documents that are loaded into the system should be accessible to your staff and if necessary to your clients and vendors too. For this proper access control has to be implemented. Access control comes along with your document management system. Adapting to the document management system will be difficult for the first few months and once it is in place you will be reaping the rewards of that soon.


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