5 Steps for Effective Document Control
Document control has become one of the most efficient ways for businesses to manage their various documents, from policies through to internal memos, contracts, proposals and other vital documentation. As an online system, the need for traditional filing cabinets becomes obsolete with a wide range of useful features to archive, create versions, edits and delete documents.
How do you make sure that your document control system works for you, and what steps can you take to simplify your workplace documentation?
Document Control Made Easy
Making the move from outdated filing cabinets or computer hard drive storage of documents is the first step in improving the management of your documentation. The next step is to find the right product and features to suit your company’s needs. Some tips to get you started include the following:
- Understand how the software works. In most cases, these programs can be set up and installed in a matter of hours. The tools are designed to be as user-friendly as possible, allowing all users to access the system through a central dashboard. No technical expertise is required, but it is still recommended to have a basic understanding of the features on offer so that you know how to get things started.
- Determine user permissions and access authority. These can be set up for management, or for selected employees such as office managers or project leaders. Once you have determined who should have access to the program and what their exact roles should be, you can add these permissions to your document management software to ensure that only those with permission can perform their assigned tasks with the tool.
- Give basic training to authorised users. You can give a basic overview of the features and tools offered by the software yourself, or even compile a list of resources that employees can read in their own time. Each user should know how to access documents, edits and delete files and create new versions.
- Invest in the best quality software within your budget. Using free programs will not guarantee proper results. Investing in a good quality program will be a worth-while investment in the long run, especially if you have access to tools that aid your business in its day to day operations.
- Create and implement document policies. While document management software makes it easier to keep track of your usual policies and procedures, it is also a good idea to determine your policies for documents in general. For instance, you may have a strict policy of who should be able to have view only access to the various documents with a small team of document administrators.
Once you have set up and implemented your program, you will soon start to see the benefits offered through this helpful too. As an excellent aid for continuous improvement and quality management strategies, document control software is a valuable investment for your business.