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In the age of data overflow, streamlining the organization of documents is a critical aspect of effective business processes. Companies that don’t employ efficient practices are at risk of failing to meet compliance, lost documents, and an inefficient workflow. This article will help organizations establish best practices in document processing which reduce the time spent searching, optimize storage and workflows and encourage better collaboration.
Implementing the right document management solutions is vital, whether you’re an end-user of the system looking to increase productivity or an IT leader who’s responsible for optimizing workflows. These solutions allow for streamlined document processing, quicker access to information, and reduce the risk of error and loss of data.
To organize your file structure, it is recommended to utilize a hierarchy of folders as well as subfolders. For example, top-level folders could be labeled with project names (e.g. invoices from clients, OC documents), or by type of project (e.g. Writing). Subfolders are labeled with specific dates or tasks within the project. The more you can organize your hierarchy is, the simpler it will be to locate files in the future.
Connecting your document management system to other business applications like Slack, GitHub and Zoom will allow your team members to collaborate regardless of their location. This allows for efficient communication, improved collaboration and can result in increased efficiency and productivity in your business. In addition, using software for document processing can ensure that your files are available throughout the day and everyone on your team has the same version of every file.