![\"best](\"http:\/\/cloudnewshub.com\/wp-content\/uploads\/2022\/05\/document-management-best-practices-in-2022-full-guide-to-organizing-your-records-documents.jpg\" "\\"best-document-management-software\\"")
Choosing the right DMS is an integral part of effective document management.<\/p>\n<\/figcaption><\/figure>\n
If your business creates a lot of new documents that you need to collaborate on, then something like Microsoft SharePoint or Egnyte<\/a> are good options, as both offer Office 365 integration. Alternatively, if you simply need a space to store and manage contracts, DocuWare is a terrific option that also allows you to digitally sign your documents.<\/p>\n To ensure your documents are easily accessible, it\u2019s vital that you index each new document and folder accurately, thus creating a consistent file structure. Prior to creating your DMS, we recommend that you make clear folder structures and create a list of categories for each document type. <\/p>\n Clear indexing makes it much easier to find documents when searching, and far easier for different departments to manage documents within their section of the business. When using a document management solution like M-Files, you can also label documents with tags and other forms of metadata, ensuring each document is in its proper place within your DMS.<\/p>\n If you\u2019re migrating from physical documents to electronic documents, it\u2019s good practice to make digital copies of your paper documents. It may be a daunting task, but scanning documents and transferring them to an electronic digital management system ensures that sensitive documents remain safe and accessible.<\/p>\n Your paperless process should include scanning and moving physical documents to electronic.<\/p>\n<\/figcaption><\/figure>\n Paper documents are much easier to lose, and a physical filing cabinet doesn\u2019t have the same level of security that the best document management software provides. So moving everything over not only makes filing more efficient, it also gives far more robust protection for each document.<\/p>\n Not every person in your business needs to have access to every document that lives in your document management system. There will be sensitive documents \u2014 like employee contracts and performance records \u2014 that must remain confidential. Thankfully, with today\u2019s document management software you can grant access permissions to users of your choice.<\/p>\n When setting up your document management system, take time to identify which senior members of staff and departments need to access specific documents. They\u2019ll also be able to control access for their own team members, and choose which of them can access, edit and share documents.<\/p>\n Automations are something every business should add to their document management workflow. They make business life easier and also help you remain consistent in managing your documents and business processes.<\/p>\n Automation plays a key role in managing documents throughout your organization.<\/p>\n<\/figcaption><\/figure>\n Depending on the document management software you\u2019re using, you can send automated notifications when a document is created or edited. You can also set automated document approval workflows for certain documents, as well as set up automated invoicing if your business works with external clients. <\/p>\n If you\u2019re using an efficient document management system, you can expect to have more automation options available, and it\u2019s a good idea to make use of them.<\/p>\n Assuming you want to move away from physical documents and filing cabinets, you have two options when it comes to using a document management system: on-premise and cloud storage. <\/p>\n On-premise document management software allows you to control your documents from a server within your business. Cloud storage means your documents exist on third-party servers \u2014 which some users don\u2019t like.<\/p>\n Keeping your documents in the cloud means you can access them even if your hardware becomes corrupt. <\/p>\n<\/figcaption><\/figure>\n However, cloud storage gives you an added layer of protection should your hardware get damaged or stolen, as you\u2019re still able to access your documents in the cloud. Cloud-based software also makes it much easier to collaborate with different users, especially within remote teams, improving overall business efficiency. <\/p>\n If you\u2019re looking for a space to manage documents as well as other file types, check out our top online cloud storage providers for documents<\/a>.<\/p>\n File versioning allows you to access older versions of edited documents. <\/p>\n<\/figcaption><\/figure>\n2. Use Clear Indexing<\/h3>\n
3. Scan Your Paper Documents<\/h3>\n
![\"data](\"http:\/\/cloudnewshub.com\/wp-content\/uploads\/2022\/05\/document-management-best-practices-in-2022-full-guide-to-organizing-your-records-documents-1.jpg\" "\\"data-collection-paper-docs\\"")
4. Select Access Rights<\/h3>\n
5. Set Up Automations<\/h3>\n
![\"Zapier](\"http:\/\/cloudnewshub.com\/wp-content\/uploads\/2022\/05\/document-management-best-practices-in-2022-full-guide-to-organizing-your-records-documents.png\" "\\"Zapier-intro\\"")
6. Use Cloud Storage<\/h3>\n
![\"egnyte](\"http:\/\/cloudnewshub.com\/wp-content\/uploads\/2022\/05\/document-management-best-practices-in-2022-full-guide-to-organizing-your-records-documents-1.png\" "\\"egnyte-connect-web-app-documents-settings\\"")
7. Have Consistent Version Control<\/h3>\n
![](\"http:\/\/cloudnewshub.com\/wp-content\/uploads\/2022\/05\/document-management-best-practices-in-2022-full-guide-to-organizing-your-records-documents-2.jpg\" "\\"sync-file-history-and-versions\\"")
![](\"http:\/\/cloudnewshub.com\/wp-content\/uploads\/2022\/05\/document-management-best-practices-in-2022-full-guide-to-organizing-your-records-documents-2.png\" "\\"egnyte-audit\\"")