If your document management is not up-to-date, you are putting your business at risk. And paper documents do not even get started on the problems with unindexed paper documents.
Errors with document management can cause chaos within businesses of all sizes. In this article, we will discuss document management mistakes and how you can avoid them.
1. Misfiling and Mislabeling
Misfiling occurs when documents are placed in the wrong file or folder. This can happen if your filing system is not organized or not careful putting documents away. It’s important to take the time to carefully organize your files.
Mislabeling happens if you aren’t consistent and make mistakes in labeling your files. To avoid this, set up effective labeling as part of your document management system. You can find useful label markers at https://legalsupply.com/legal-select/exhibit-labels/.
2. Losing Track of Versions
Another common document management error is losing track of versions of documents. This can happen when documents are edited and saved without using the updated version when labeling.
To avoid this error, use the date or version number as names for files. Keep old versions in a separate folder so they can be referred to if needed in the future.
3. Not Having Backups
One of the biggest document management errors is not backing up important files. If something happens to the originals, not backing up can mean losing critical data.
To avoid this error, have many copies of important files in different locations. Cloud storage can be a great option for protecting business documents. The cloud provides an off-site backup that can be accessed from anywhere.
4. Not Having a Retention Schedule
Does your organization have a retention schedule? If not, it is missing a key part of the document management system. A retention schedule lays out how long certain types of documents last in your files.
This helps to ensure your organization’s compliance with laws and regulations. This also protects the privacy of individuals working with or for your company.
Not having a retention schedule can also lead to financial penalties. So, make sure your organization has a retention schedule in place to avoid this problem.
5. Not Tracking Access Permissions
Not tracking access permissions is a document management error for many reasons. Securing sensitive information is hard if you don’t know who can access these. It can also become confusing to give access to different sensitive information because of this.
The best way to avoid these problems is to track access permissions from the start. You can protect business documents by doing this. You also ensure that everyone has the correct level of access, avoiding confusion or frustration.
Avoiding Errors With Document Management by Knowing About Them
If you don’t want your business to be bogged down by inefficient document management, make sure to avoid these common errors. Keep your system organized and up-to-date, designate specific staff to manage the documents, and make sure everyone knows the system inside and out.
Knowing about the errors with document management and following our tips above will help ensure a smooth and efficient document management system for your business.
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