A process of systematically handling documents throughout its life cycle is known as a document management workflow. Certainly, a document, since its inception, goes through several stages and is likely to get stuck in complex routing or get piled up in one or the other network drives.
The cost of document handling for organizations is significantly higher than you think. Even a single misplaced or inaccessible document weighs heavily on workplace productivity and reduces employees' overall response time.
However, when managed efficiently, document workflows prove to be the backbone of the day-to-day operations conducted within organizational settings. How does a well-structured document management workflow help in effectively managing and controlling documents? Let's find out!
This blog covers the 5 fundamental components that complete the document workflow within the organizational settings.
Document Creation: Document creation initiates the workflow where a specific file is either created, uploaded by the users, or captured through integrated systems like CRM, etc. As it is the first version of the document, keeping consistency in file naming and initiating automated workflows becomes crucial to successfully accomplishing the other stages.
Document Organization: Once documents are created, organizing them systematically impacts the further accessibility of information. Creating dedicated repositories and folders helps users to efficiently classify the documents, preventing cluttered or complex hierarchies. Also, leveraging SharePoint for document management allows users to add specific metadata, keywords, and tags to the files, making them accessible at the time of need.
Document Distribution: Uninterrupted information sharing is critical to enhanced productivity and informed decision-making. It significantly impacts the flow of information within the organization. Certainly, a DMS with integrated communication tools like Microsoft Teams, Outlook, and more makes the task more manageable. Furthermore, features like permission-based access for stakeholders, co-authoring, and document versioning facilitate flawless document control, ensuring a secure document-sharing environment.
Document Approval: The approval stage plays a vital role in various processes, including quality control, risk mitigation, and compliance, in different industries operating in a highly controlled environment. Defining clear roles for approvers and requestors, automating the routing process, and adding notifications or reminders can help organizations achieve transparency and accountability within the system.
Document Retention: This stage marks the end of a document life cycle. After the document gets approved, retaining it for future reference is essential. Documents are a great source of corporate knowledge and are required to meet necessary compliance, regulatory requirements, and audits. A proper document retention strategy ensures that the information is securely stored and disposed of when no longer needed.
Key Takeaways
Apart from covering the entire stages of a document life cycle, a document workflow plays a crucial role in enhancing the overall operational efficiency of the organization. However, implementing it can be a challenge for most organizations. A document management system is a robust platform for digitally implementing the document workflow. With advanced features like auto naming, automated workflows, versioning, co-authoring, and metadata integration, modern businesses can control and manage the entire document workflow efficiently.
What is a Document Management System (DMS)?
How does SharePoint work as a DMS?
Why SharePoint is the best DMS?
If any of this question or of these questions are wandering somewhere in your mind, because you are thinking of choosing SharePoint as your DMS, then let us answer all your concerns in this blog post and telling you 10 reasons that why SharePoint is the best DMS.But, before jumping directly onto the topic, let us tell you briefly about a DMS and that why an organization basically needs a DMS.So, as you would also agree with us that, documents uphold great significance in our everyday lives and it is very important to keep them safe and organized.
They become of even more crucial importance when it comes to an enterprise because the entire operations and records of an organization are relying on it.
With the aim of going paperless, the present and future of documentation are predominantly lying within the electronic world, and similarly, their methods of management have also changed with time.
Here are the top ten signs that show you need an ECM solutionecm system.
If this sounds like you, then it's time to change your workflow and document management!
