http://onlinedataroom.org/data-room-solutions-and-the-art-of-document-management/

Document management and business strategies go hand-in-hand to ensure that companies are organized, compliant and able to serve customers effectively. A well-designed strategy for managing documents can help businesses save money by reducing printing, storage and retrieval expenses, while increasing security and efficiency.

If they’re electronic or physical, company’s documents are critical to their operation. To boost productivity, improve information governance and security documents must be easily retrieved, understood, and accessed. A document management program, and the introduction of a new system that facilitates the management of physical or digital documents can help businesses achieve its goals.

A good document management plan has clearly defined steps for establishing a consistent workflow, organizing documents by naming, labeling and categorizing, and controlling the life-cycle of each document. It should also include a clearly defined set of procedures, commonly referred to as Standard Operating Procedures (SOP) that govern document creation storage, organization and retrieval. The plan should also outline who is responsible to manage each document, and their responsibilities and roles. It should also ensure that documents can be easily searched and that every document has a clear history of version.

Implementing a documented document management plan and implementing the required technology tools is only half of the battle. It is also important to make sure that it uses these tools correctly and regularly. This means conducting frequent surveys and evaluating the system’s use. It is also essential to have a plan in place for training staff on how to use the document management system and making sure that they are familiar with it.