How to Implement a Document Management System
A document management system is a perfect tool for the business that is ready to get a jump on the competition through higher productivity, increased efficiency, and a reduction in costly human errors. By creating digital documents and storing them in a safe, effective, and efficient manner, you can optimize your business operations — a process that brings multiple benefits.
Not only can this process make critical information easier to find and share to reduce staff — and perhaps even client — frustration, but it can also keep documents more secure to help your company remain compliant with various data privacy and protection regulations.
Once your company has made the decision to begin digitizing your crucial paper documents, it’s important to start the process as soon as possible. Here’s what you need to know when implementing a document management system.
The Easiest Way to Get Started with Document Management Systems
Businesses across the globe are moving toward their individual digital transformations at a rapid clip. This is due, in part, to the fact that businesses understand that transforming in this way can provide a foundation for better resilience to future crises — whether those be economic or situational. One of the fastest — and easiest — ways to begin this transformative process is to get started with a document management system to reduce your company’s reliance on paper business documents. Here are a few steps to get you started:
- Work with a Competent DMS Provider
Your first task is to find a document management system (DMS) provider that will work with you on the creation, installation, and maintenance of your DMS. Choosing a third-party managed services provider (MSP) that you can trust is essential for the long-term success of your move to digital. Your provider should have extensive knowledge in designing and managing DMS’ for a variety of firms and they should be willing to educate you and your staff on how to use the system.
- Digitize Your Paper Documents
Sorting a mixed-data system into a digital one can be straightforward — or it can require some creativity, depending on the challenges facing your business. Your DMS provider should be on hand to assess your current document flow to determine how best to convert your data from paper to digital. For many businesses, this may involve some backfile scanning services that quickly move paper documents to digital ones. Typically, this can be done on- or off-site, depending on your needs and the amount of data that must be processed.
- Create Document Rules
Because you are moving paper documents to digital ones that are searchable and shareable, you’ll want to create a set of rules to govern the digital set so they remain consistent. Some things to consider include:
- Who can access each type of document?
- Is there a specific style guide for individual documents?
- Is there a need to date or time-stamp documents?
- How should documents be named?
When all documents have been properly scanned, you can develop a retrieval system that will make it simple for staff to get the documents they need quickly. This can include searching by keywords, key phrases, or other designators.
- Follow Through
After your system is in place, your DMS provider can help educate your staff on use, provide routine maintenance and troubleshooting, and help scale your system as your business needs grow and change. It’s a good idea to occasionally test your system to ensure files are still easily accessible to those who need them and to uncover any misfiling that has occurred.
Partner with RJ Young to Get Started with a DMS
At RJ Young, we are experts at helping our clients get started with their digital transformations through the application of robust document management systems. If you are feeling a little unsure about how to get started, our team of industry experts can help guide you through the process, ensuring that it is as successful — and pain-free — as possible. Our systems can help you secure, protect, and access all of your necessary information at a touch for improved efficiency and productivity, and support your business’ DMS needs as your enterprise grows and changes.
Let our team of DMS experts make your transition to digital efficiency effortless. Touch base with an RJ Young consultant today and discover how our document management system can help expand your company’s productivity and efficiency with ease.
Download our Digital Document Transformation Guide.