How can small businesses maximize their document management?
Small business owners have a lot on their plates already, and may therefore be looking at ways to tackle document management and focus on more important matters. The trick, then, is to find a platform that works for their unique needs – both in terms of managing all their sensitive files and finding a price that works.
The fist step when trying to scan a large backfile of documents that may stretch back decades is to see what's actually needed, then formulate a plan around it, according to The Balance Small Business. For instance, if you're trying to archive a decade's worth of invoices, your document management needs will differ greatly from digitizing old sales materials.
Having a comprehensive understanding of everything you want to put into your system is a must before you make any other decisions, the report said.
Getting it right
Once you know what you need, you'll also need to know how to make sure the right people have access to the right information, as well as establishing rules around how they access, share and edit it, the report said. This is often less straightforward than simply what needs to be scanned into a system, but it's no less important when it comes to establishing long-term success.
It's also critical to ensure you separate what's needed from your old files, and what isn't, according to the Daily Iowan. In some cases, you may need to hold onto old documents for legal reasons, even if they're not being used anymore, and make sure the appropriate parties have access to them. In addition, you may be required to maintain physical copies of certain documents even if you're shredding and throwing out the rest.
Long-term management
Even once the initial scanning efforts are completed, you need to make sure everyone can easily find what they're looking for, the Daily Iowan added. For that reason, it's critical to come up with standardized document naming and formatting conventions in initial stages so everyone is on the same page with future uploads as well. It can also be helpful to make sure you set up folders in your systems for individual clients, departments and so on.
