Think putting all your documents “in the cloud” will solve your frustration in trying to find and collaborate on documents?
Think again.
There are a plethora of solutions out there that allow you to put your documents online for all to view and share. (All those with access rights, that is!) It’s pretty simple, really.
However, for most companies – especially those with multiple branches and locations – having folders in the cloud is just one teeny tiny part of the solution. By focusing on that alone, you could very well be just moving your problems from one platform to another.
Here are 4 document processes every company should clearly define before they do anything else:
1. Consider the purpose each document serves
Knowing what each document is for will make it easier to group and catalog when migrating to a cloud management system. It will also give you a better understanding of how your company uses documents in its daily workflow.
2. Know the importance and confidentiality of your documents
Some documents are for everyone while others are for a few people only. In order to put effective security measures in place you need to know who needs access to which documents and who doesn’t. This will help you plan for who will be authorized to access and change documents, who won’t, which documents can be deleted, and which can be shared throughout the company.
3. Clarify the review and approval process
Documents often need some collaboration to create and maintain. Ensure that you have a clear understanding of who needs to create, edit, review, and approve documents.
4. Check the laws and regulations
Not knowing the laws and regulations will only come back to haunt you if you move to a system that doesn’t allow you to follow them. Be sure you know if you’re required to keep certain documents, the length of time you’re required to keep them, and if you need a log of who has viewed/accessed them.
Before you invest in any software solution, write out how documents flow throughout your organization. Once you know that, you can make sure to find a technology that is the right fit for you.
