5 Common Mistakes to Avoid When Managing Documents

Are you looking for ways to boost the production of your business? Do you feel as if your company could learn a thing or two about how to stay organized? If so, then you should start by learning how to manage your documents correctly. 

Keeping your documents in a row can help protect you from security threats and have all your information readily available whenever you need it most.

However, there are several key mistakes that you want to avoid at all costs while managing documents.

See below for the errors you can’t afford to make when organizing your company’s records and files.

#1. Not Going Digital

It’s never been more important to have all of your files digitized. Gone are the days where companies are keeping their records in print documents on a supply shelf. These days, that’s a risk waiting to happen.

All it takes is one flood, break-in, or disgruntled employee to completely throw off your print documents. If you don’t have those documents backed up in storage, they’re gone for good. There’s no getting them back.

By digitizing your documents, you’re bringing all of your records and files into the modern age. Now, rather than spending precious time sorting through a file cabinet, you can find the exact file you need by typing it into a search bar.

Also, thanks to modern technology, you can use cloud storage and control which of your employees have access to which files. 

You can turn those PDF documents into text by simply finding a way to recognize PDF documents and save them in your storage.

After you digitize all your files, you can shred the printed files. Now, if an unforeseen emergency happens to your office, all your data and files will be backed up and safe from harm.

#2. Holding On to Outdated Documents

While it’s understandable that you’d want to hold on to every piece of documentation that your business has ever had, it’s also highly unnecessary.

There are some documents that will never be used again. If they’re in print format, then they’re wasting space in your filing cabinet. If they’re digitized, then they’re taking up too much space in your hard drive. 

Every year, be sure to take the time and go through all of your files. Purge the ones that are no longer necessary for your company. If it’s been longer than five years since someone has referred to the file, then you can probably delete/shred it.

If you’re one to hold on to every piece of documentation, then move the outdated ones onto a separate USB drive for safekeeping. That way, you’ll have peace of mind knowing that, should you ever need it again, they’re readily available.

Read: 10 Useful Things Google Docs Can Do

#3. Not Having a Document Hub

One of the biggest mistakes that companies make is not having a centralized location for their documentation and files. 

It’s important to have a hub for all your saved documents so that any employee with permission can retrieve them at any time.

If your documents are too spread out, a worker will burn precious time trying to find a specific file in every folder, filing cabinet, etc. Not to mention that the more spread out your documentation is, the higher likelihood that they’re lost forever.

Gather your IT department together or hire an outsourced IT service to go through your documentation, file them, and place them in one specific location. 

You can still control which departments have access to certain folders, what documents are executive-only, and so on. This way, the centralized document management system is just as accessible to everyone in the company.

#4. Not Protecting Your Digital Documents

It doesn’t matter how many different folders you hide your classified documents inside of, if you don’t have security for them, a hacker can easily get to them.

Not only does that impact the safety of your company, but it also impacts the security of your employees’ and clients’ personal information as well.

If you don’t have an IT department within your company, then you can outsource to an IT management service. They offer different tiers of security, giving you a solution to the different security needs you may have. 

Having security for your document management system can protect you from security threats such as hackers, viruses, malware, and so much more.

#5. Not Getting Experience on Your Side

Perhaps you feel overwhelmed by the idea of sorting through all your company’s files after years of neglecting it. 

Maybe organization isn’t your strong point. You feel that your company’s document management is suffering due to your lack of experience with file management.

If so, turn that weakness into a strength by hiring a professional document management service. They have many different solutions for filing, managing, and storing your documents from that day forward.

Don’t ignore the need for document management just because your company has made it this far without it. Think of how much more streamlined your company’s operations would be if all your files, collateral, and records were only a few clicks away.

Managing Documents: Avoid These Mistakes in Your Business Model

Now that you’ve seen several key mistakes to avoid when managing documents in your company, it’s time to right your wrongs.

Fixing the way your company manages its files can provide a better experience for you, your workers, and your clients. Taking the time to correct it can streamline your operations from this day forward.

Be sure to browse our website for more articles on how to improve your business, as well as many other helpful topics.

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