3 Steps to Creating a Document Management System

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The transition of document management services in Oklahoma City from being paper based to electronic has been quite an evolution. Are you planning to open a small-scale business or already have one in Oklahoma City? Then you should definitely be aware of the document scrapping and management rules of the city. Getting all your business documents into a paperless document management system is crucial, since it secures your confidential business data. Basically, this system automatically handles business documents in such a way that the information contained in them can be efficiently updated, organized, shared and stored. Thus, understanding the relevance of a document management system, especially for a small-scale business, is crucial for the business to learn how to create and implement it successfully.

Document management software naturally betters the handling of electronic files for a business, but here is more good news: a business can set up the basics of this system without buying any kind of specialized software. The system isn’t very complicated. All you need to do is invest a bit of time in both planning and implementation. There are several document management services in Oklahoma City that can help you with the entire process.

3 Simple Steps to Create the DMS

First: Create the document management plan.

Second: Implement the plan.

Third: Follow through.

Create the Plan

In order to create the plan for the document management system, it is vital to know the following four aspects:

Rules for Document Creation

Doing business and keeping track of all the business actions result in various types of documents like sales brochures, balance sheets, reports, invoices, etc. Every business is required to follow certain strict rules in the creation of these documents to keep them organized. The only concern for a small business in the process of document creation is figuring out the location of the templates of the variety of business documents and further seeking knowledge of how to put them to use. Much time has to be spent on deciding the procedures for consistently and efficiently collating and updating documents in order to create documents within the business.

Document Storage

Document storage is two-folded: first is the physical aspect of storage, and second is the organizational aspect.

Concerning the physical aspect, document storage in every organization—big or small—has some costs involved in it. For a small business, the largest storage cost is basically the cost of time, which is often wasted on people as they search for documents.

The organizational aspect is tied with the question of how the documents should be filed. For this, a good file management practice has to be in place so that the all the files that are stored in the computer system can be organized and updated in a timely fashion.

Simplifying the Process of Retrieving Documents

The core of the document management system rests on this issue. Similar to the storage of documents, good filing practices can help a great deal to solve problems related to retrieving the documents. It is simple. If the digital files are well-organized in the system, the retrieval of the documents will become easier. Both files in filing cabinets and those on cloud drives must be labeled so that documents can be easily found.

Security of Documents

There are different lines of security for business documents. First is securing the business premise with security alarm systems, CCTV cameras, window grills, etc. Outside of business hours, all e-filing cabinets must be locked. Regular backups of the digital documents must be updated. Another data security issue to be looked into is that of employee theft.

Implementation of the DMS

Once the above issues are sorted and the document management plan has been chalked out, it is time to implement the plan. You have to ensure that all the staff understand the working of this system and create, store and retrieve documents appropriately.

Following Through

The authorities must also make sure that people within the company who have access to the documents follow through appropriately. Misfiling has to be prevented by regular spot checks.

To conclude, it can be said that the creation of the system is no big deal, but its consistent implementation marks success.