When it comes to your organization’s documents, you simply can’t rely on storing and sharing. These documents support your business operations and compliance with governmental regulations. They’re your critical personnel files and communications with team members, partners and clients. You need to go beyond storing and sharing: These bare-bones tactics simply don’t cut it anymore in our information-saturated world. What your organization needs is document control via powerful document management software.
Document control software not only streamlines processes and clears up communications, but it also makes the working environment much more pleasant for your team. When they feel organized and productive, they feel good about their work.
Here are the high-level strategies and actionable tactics you need to put into play when managing document control with an effective software solution.
START WITH THE STRATEGIES:
1. One record
Keep one record of each document. Proper document version control includes the entire version history of the document. This way, your system and team aren’t overwhelmed with multiple records for each new version.
2. One policy
Keep everyone following the same policy. When all processes are consistent, there is much less risk of human error, misplaced documents and miscommunication.
3. One repository
Don’t use folders. They may seem like a great tool to organize your information, but at the end of the day, you’re left hunting through manually and inconsistently labeled documents. Folders store documents, but they certainly don’t manage or control them.
FOLLOW UP WITH THE TACTICS:
1. Keep version control simple.
Use a document management solution with simple and seamless document version control functionality. It should also be adaptable to any operational changes – in other words, the system evolves with your organization. Remember: You want your team to be fully onboard with the solution. If the software’s a hassle to operate, or if it’s already outdated within a few months, no one’s going to use it.
2. Keep it on the radar.
It’s not enough to develop a document management policy. That’s just your starting point. You have to follow up this strategy by making its usage part of everyone’s performance reviews. When people are motivated to use the system – when the system is in line with workplace goals and objectives – they’ll be much more inclined to use it effectively.
3. Keep it indexed.
This is where folders definitely lose their luster when it comes to comprehensive, seamless document control. Implement an electronic document management system that manages documents and records with metadata. This way, electronic documents and records are assigned an index (i.e., metadata) for quick and easy storage and retrieval.
The benefits of seamless document management and efficient version control are applicable to all industries and organizations, but they’re especially relevant to marketing agencies. Click below to download our free report: 8 Marketing Asset Management Strategies Your Agency Needs To Know.
