As the Executive Director of a non-profit organization I am always looking for the best value when it comes to equipment and service. Often it is a struggle to find that one company that can give you both at a level our organization can afford. I am proud to say that for the past 4 years we have been very pleased with Yuma Office Equipment. They worked within our budget, pairing us with the best copying and fax equipment, along with a comprehensive maintenance agreement. Offering same day assistance if something goes wrong, and knowing that their technicians are right here in town has added to my belief that they offer the best value. We appreciate everything that Craig Crossland and his staff do for Hospice of Yuma and recommend Yuma Office Equipment to any business looking to add new copying and faxing equipment.
HOSPICE OF YUMA
Arizona Counseling & Treatment Services
Your business has already turned to document management to eliminate paper from your office. You’re now realizing the many benefits of storing, archiving, and managing documents and files digitally, improving both efficiency and productivity within your organization. But are you sure you are maximizing your return on investment (ROI)? Here are the best practices you should follow to ensure you maximize the ROI from your document management solution.
Use a consistent naming convention.
A document management solution won’t be very helpful if you aren’t realizing one of its most fundamental benefits: easy access to your documents. Avoid this pitfall by establishing a company-wide naming convention that prevents employees from independently coming up with their own file names. With everyone using the same, logical file naming convention to ensure consistency, you’ll see improved navigation and eliminate headaches when searching for files.
Replace folders with metadata.
Another way to help make it easier to locate your documents is by utilizing metadata rather than a folder structure. Eliminate misfiled documents and cumbersome, nested folders—both of which lead to lengthy, time-consuming searches—by tagging your documents with metadata. Metadata allows you to filter and group content, improve organization, and find your documents quickly.
Control access to documents and files with permissions.
Businesses are handling more confidential data than ever, regardless of which industry they’re in. Therefore, it is imperative to safeguard this sensitive information by controlling who has access to it. Restrict access to documents, files, and/or folders through role-based user permissions, allowing access to only those you deem necessary.
Implement a document retention policy.
How long a company is required to maintain a copy of its documents varies by industry and its associated regulations. Ensure your business remains compliant by creating a policy for the proper retention of its documents. This policy will prevent the deletion or modification of documents before they have reached their ‘maturity date’ and control who is able to perform these actions.
A document management solution is a powerful tool for businesses, but just how powerful depends on the steps you take to ensure you’re getting the most out of it. To learn more about maximizing your document management solution’s ROI, contact us today!