{"id":2943,"date":"2020-02-04T15:37:22","date_gmt":"2020-02-04T15:37:22","guid":{"rendered":"https:\/\/www.firstphasedata.com\/?p=2943"},"modified":"2021-06-22T14:57:20","modified_gmt":"2021-06-22T14:57:20","slug":"how-to-keep-your-documents-organized-in-2020","status":"publish","type":"post","link":"https:\/\/oxygentechnologies.ca\/2020\/02\/04\/how-to-keep-your-documents-organized-in-2020\/","title":{"rendered":"How to Keep Your Documents Organized in 2020"},"content":{"rendered":"

A business cannot solve a complex problem using the same thinking that created it in the first place. Granted, Albert Einstein<\/a><\/u> probably didn\u2019t intend for that statement to apply to a company\u2019s document organization processes, but it\u2019s still a valid point. No one can argue that keeping track of every document that travels through a company during every step of its journey is a complex task.<\/p>\n

The good news is technology can help. For companies drowning in their paper and electronic files, a document management system can be a lifeline. While this may sound dramatic, a business that doesn\u2019t have a formal process in place to manage all their information may be in more danger than they realize.<\/p>\n

What is a Document Management System?<\/h2>\n

Essentially, a document management system<\/a><\/u> is a set of policies, procedures, and tools a company uses to manage its documents. For smaller companies, this could be as simple as having a shared network drive with a hierarchy of folders and a file naming convention. Larger companies will have a document management plan that describes their business processes. The plan will state how they classify and number their documents, as well as how to store and retrieve files.<\/p>\n

The term is increasingly used to refer to electronic systems that help companies keep track of their electronic files. The systems will have a document organization structure, fast search capabilities, and will limit access to specific files based on its classification.<\/p>\n

The minimum features of an electronic document management system should include:<\/p>\n