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How does a Document Management System Work? Document Management Systems Should Capture Documents from any Source. Document Management Systems Should Serve as a Central Repository. Document Management Systems Should Facilitate Document Search and Retrieval. Cloud vs. On-Premises Document Management System. Folder-Based vs.

7 Steps for Document Management Assign a Team in Charge. ... Examine the Existing Filing System. ... Identify Each Document. ... Set up Requirements and Procedures. ... Establish the Strategy. ... Remove Unessential Documents. ... Strategy Implementation and Maintenance.

Here are 7 steps to create and implement a document management strategy: Determine Who Will Take Charge. ... Assess the Current Filing System and Determine Strategy Requirements. ... Identify Each Document. ... Establish Procedures and Requirements, Then Document. ... Preparing the Strategy. ... Purge Unnecessary Documents.

Your document management system should include: Document access control. ... The ability to demonstrate regulatory compliance. ... Signature and review tracking. ... The ability to adjust to changing requirements. ... Workflows to help approve changes. ... Version control. ... Collaboration tools.

10 process documentation best practices Straightforward and to the point. The crucial aspect of your process documentation is to keep it clear and concise. ... Templatize. ... Incorporate visuals. ... Link to related documents. ... Review, revise and update. ... Prioritize and segment. ... Involve stakeholders. ... Storage and accessibility.

Key Points Avoid saving unnecessary documents. Follow a consistent method for naming your files and folders. Store related documents together, whatever their type. Separate ongoing work from completed work. Avoid overfilling folders. Organize documents by date. Make digital copies of paper documents.