Establishing a document management system is a game-changing optimization tool that helps businesses track, store and manage documents to streamline workflows. With PERRY proTECH’s full suite of document management tools, we collaborate with customers to create and implement the right document management tool that suits your business needs best. In this blog, PERRY proTECH’s Solutions Manager Brandon Griesinger details his top tips anyone can use to keep their computer organized and how PERRY proTECH can help streamline work through our Document Management Services.
Tip 1: Establish a filing structure.
Whether for personal or professional use, setting up a filing structure in your network’s cloud system is the first step in getting organized. A file structure creates an outline for storing documents and helps streamline work by establishing a hierarchy of folders in your library. For some, this structure could be a folder for each year and subfolders for different projects; for others, this could be a folder for each project or department. Though not a fixed system, maintaining a structure throughout the year will be vital to staying organized.
Tip 2: Utilize naming conventions and version controls.
Once you create your library, the next step is applying naming conventions and version controls to files. Implementing naming conventions establishes a framework for file names and ensures everything in the library is consistent, descriptive and quickly accessible. Version controls create a record for documents and allow for multiple people to work on a document and track the progression. This keeps the workload organized and makes tracing older versions of a project more manageable.
Tip 3: Scan files as received rather than creating a backlog.
Scan files into your library as received to keep all documents centrally located and more easily accessible. Documents properly scanned and sorted in the filing structure can be opened anywhere through the software portal and are better protected from cyberattacks.
Tip 4: Establish a Document Management System with the help of PERRY proTECH.
The final tip for staying organized is to take advantage of PERRY proTECH’s Document Management Services and establish a document management system within your business. A document management system is a customized solution (cloud or on-prem) that allows for the digitization and storage of documents, along with process automation tools. At PERRY proTECH, our full suite of tools allows any business to transform its digital environment and guarantee every file is digitized correctly, stored, and easily accessible through the software portal. Creating an automated management system for your document storage optimizes the business process by increasing productivity and reducing upfront costs on file scanning.
Regardless of the business or industry, everyone can be more organized with their files. Whether starting an individual filing structure or licensing an entire library for the department, it is important to have a system that automates your workflow and can be maintained year-round. Creating a customized document management system with PERRY proTECH takes the stress out of managing multiple documents and allows businesses to focus on the work at hand and be more efficient. Click here to learn more about document management and how PERRY proTECH can help your business stay organized.
