Top Tips to Optimize Document Management Systems

Document management systems (DMS) help you eliminate stacks of paper and rows of filing cabinets in your office. They digitize your files and store them in a centralized database, allowing you to retrieve documents quickly, increase productivity, and reduce all capital and operating expenses associated with paper.

But a DMS isn’t a set-it-and-forget-it solution. To capitalize on its benefits, you must adopt the following best practices regarding the selection, implementation, and utilization of DMS.

Select a DMS that fits your business

First, you must choose a DMS that aligns with your business requirements. If, for example, a majority of your staff work remotely and you’re running on a tight budget, cloud-based DMS software like PairSoft is ideal since it can be accessed via the internet. On the other hand, you may prefer a self-hosted DMS software if you want physical access to the hard drives storing your files.

You should also consider the features your business will need. Some DMS have limited automation features and integrations with third-party apps, so it’s vital to do your research before committing to an investment. Check out our extensive guide for more tips on selecting a suitable DMS.

Provide sufficient training

To achieve the highest levels of efficiency, everyone in your organization must be trained on how to use your DMS software safely and effectively. This includes practical sessions where staff can get acquainted with the new features and ask questions about how existing business procedures will change. For best results, you should allow users to gain an initial comfort level with DMS before making a full transition.

Standardize naming conventions

It will be nearly impossible to find files stored in your DMS if naming conventions are inconsistent across your company. To avoid this, establish naming guidelines for every file in your company. Then, create naming templates in your DMS that follow these guidelines and prevent employees from inventing their own file names.

Index files

Organizing your files in messy and confusing folders is inefficient. Instead, index your documents so files like invoices can be tagged with customer names, project numbers, specific amounts, and dates. When you’re looking for a specific invoice, all you have to do is key in relevant search terms rather than sift through several folders.

Set access restrictions

Giving employees unfettered access to every file in your system will increase the likelihood of privacy breaches, data tampering, and other insider threats. That’s why it’s imperative to restrict access to your files.

As the administrator, you must assign employees to user groups and determine which files they’re allowed to access in your DMS. This way, entry-level employees are in a different user group than senior-level managers, and only have access to documentation that’s vital to their role.

Automate workflows

Cutting-edge DMS software offers electronic workflow features that can be configured to recognize incoming documents and forward them to the appropriate employee. For example, you can program a workflow to route purchase orders above a certain quantity to a manager who is authorized to approve such orders. You can even ensure more tasks are finished on time by setting reminder workflows for when employees forget to move documents along.

If you don’t think your DMS is as efficient as it can be, we have the solution that’s right for you. PairSoft is a world-class document management system that offers advanced workflows, indexing, and security features. It’s also supported by a team of document management specialists who will help you get the most out of the software. Need more information? Talk to us today or get a free personalized demo to see what PairSoft is capable of.