• 18
    Apr

The Life Cycle of Managing Documents

In your day-to-day tasks of creating and deleting documents, you may have never stopped to consider that there is a life cycle to managing documents, or that your participation in it can use up a large part of your work week. Let’s take a brief look at that life cycle, and how electronic document management systems can help you get more out of your work day.

Creation

The creation stage of the document management life cycle is perhaps the most straightforward. Before you can use a document, it must be created. If you are a company with many employees, oftentimes an individual’s writing style or mistakes could color documents that should be more uniform. If you run a firm where you are constantly creating important legal, official, or confidential communication documents, you might want to consider letting electronic document management systems work to streamline these documents with products like DigiDocs.

Storage

Once a document is created, it must be stored. Problems occur when users misplace or mislabel a document. PricewaterhouseCoopers reports that on average, it costs an office $20 in labor to file each document and $120 in labor to search for misfiled documents. Electronic document management systems can ensure that files don’t get lost or misfiled, and save your business time and money.

Revision

From time to time, documents need to be revised or updated, and often times by more than one person. If you have ever worked on a group project, you may have experienced the frustration that arises when two people edit a document at once. Time is wasted, and you might find out that you weren’t working with the most up-to-date version of your document. Electronic document management systems can avoid the confusion and streamline the editing process by limiting the number of people who can save changes, and making it easy to know if you are working with the most current version of a document.

Maintenance

Maintenance of a document refers to the routine re-evaluation and updating of documents. From time to time, a regularly used document may need to be updated or revised. For example, you might have a document that lists steps needed to get through a particular process. If this process changes or new technology is developed, these steps will need to be updated as well. Sometimes you find that you no longer need a particular document. Maintenance, in this case, might mean securely deleting the document. Another aspect of maintenance is backing up your data. It is important to backup your files on a regular basis, especially if you have important and/or secure documents on file. Electronic data management systems can help streamline the document maintenance process.

Electronic document management systems can help your documents make it through their life cycle without any hiccups or disasters. Visit MaxxVault.com to find out more about document management and how it can help your business save time and money.