Document management is a broad term that refers to the organizational structure, technologies and policies that are used to manage physical and digital documents throughout their life cycle. A comprehensive strategy for business that determines how organizations handle documents can bring significant benefits to the organization, such as increasing employee productivity, improving the speed of response for customers while streamlining compliance with regulations and protecting information governance.

A successful document management process begins with a thorough analysis of current practices. This is essential to determine areas of difficulty, such as finding documents and lengthy approval processes as well as security concerns. After the evaluation is completed and a plan of action is put in place to implement changes.

The next step is to set up rules and guidelines on how to store and capture documents. This can include creating a standard name convention, establishing file or folder structures and identifying a single person who is responsible for the administration of documents. This can include establishing access restrictions to ensure that only right people can view and work on documents.

Once the process and rules are established A communication campaign can be put in place to ensure that all employees are aware of the new procedure. This is particularly important when the new process requires a shift in workflow. The communications campaign can provide information about the benefits of the new process, address any concerns or questions and provide resources to assist employees go through the process smoothly.

A partnership is needed between the vendor and the business to establish a reliable document management system. The vendor must be able to translate requirements of the business into a solution that is both efficient and cost-effective.