In this present age of information outburst, there is more sense when you have a system established to assist you in filing your data systematically. One of the underlying cause that most office works get removed out of gear is because there is a problem in the data management practices, or no data management system in place. Having every data you require, but not being able to discover and make use of it at the exact time is like sailing ship in a rough ocean.
Without having the precise vessel, the sea might be bound to subdue and finally sink it. Many organization has so many documents, which is both physical and digital, and with time, they increase. One might think that the simplest method of saving data is to convert from a physical document into electronic ones and store them in a computer.
While this is true, there is also a necessity to think about the storage for the hordes of virtual documents (or knowledge base), thus developed.
Aside from computer files, organizations are also required to maintain track of relevant emails, information that is generated or broadcasted online, data that is similar to specific necessary regulatory measures. The development of many documents as time goes on. The plan of doing so, nevertheless, it is not only to enhance the knowledge base but to certainly make use of the knowledge ideally when needed.
The following steps should assist in developing an adequately organized documentation system for your business:
Get the basics right
As discussed earlier, organizations are given the responsibility of having data on paper, the part of which is likely substantial. One easy example of handling data will be to make use of a document imaging system to help convert physical documents to electronic documents. This, nevertheless, can be sincerely time-consuming and costly in the long term.
Commonly, a document management system (DMS) will involve making use of software which will be built to assist you in making the managing of your electronic business file more effective and efficient. It can be a collection of various program, program that is created for some other purpose which doubles up or a vendor-bought software.
Though there is software that is available for keeping and storing each of your data, you can have a DMS established without having to spend on any special software or going via the documents scanning or imaging process.
Humanize your work
How many times do you go through a user manual and you are bothered if there was a human at the other end when publishing the manual, or is it the computer that made it manual? Though you do not want to build a colorful novel, be sure you humanize your document enough with some of your personality for a reader to feel more comfortable when going through the manual.
Create Documents
Every business has a certain step that gives them direction in developing various documents that are required to be recorded and tracked. Either it is sending and/or receiving invoices, brochures and newsletter, reports, payment reminders, spreadsheets, letters, and emails, they are all important documents that are required to be stored in a systematic approach. Various organizations have woken up to the concept of having an in-house DMS and have in place rules that guide in creating such documents. These rules are similar to developing templates (for standard business documents), their locations, and using the templates.
Including the date and time of developing to a new document and also to the reviewed and up to date copy. Is there any specific method in which you will like to keep your documents?
Store Your Documents
Regaining old documents such as the employee records from the organization database can give so much stress when it is not stored correctly. Not only that it is time-consuming, but it can also question how the organization data management practices having been managed. You will have to put different thoughts into methods you can use to archive your documents.
There will be undoubtedly various redundant files that will be required to removed and be kept back into the burner of the DMS. To confront this issue, you can create new folders every month or by titles and move the files around as required, or you can invest in software that provides the simplicity of automatic archiving.
Retrieving your documents
This will be a guide as a litmus test of your DMS. The entire system is set so that you and your staff will be able to search and also regain the wanted files in no time. Excellent documentation practices can go a long way in having this done. So many business owners build a “file location list” wherein they talk about the location of a specific file either it is on the computer or a particular storage cabinet as a physical file. For locating computer files, it is possible to mention the path to the file along with the title. A list of file locations should always be available at all workstation for a quick process.
Test your documentation
Be calm and follow every one of your instructions. If you are documenting how to build a server, a network, or any other IT systems, begin with a neat partition (follow the preper partition guide https://www.lifewire.com/how-to-partition-a-hard-drive-2626081) and create everything from the beginning. You will undoubtedly find that something is missing or some of the instructions are not clear. Work with an ignorant but committed co-worker to get feedback before publishing. Let them help in testing your documentation.
Document your process for anyone to easily understand
Your documentation ought to be written so that anyone with limited knowledge about computer can read and learn to make use of the system properly. Step-by-step instructions can be offered when it is feasible, but consider putting them in an appendix, making them available through a hyperlink to prevent clutters, or a different chapter.
If you are performing documentation, modify your mindset so that you will be able to put yourself in the shoes of a new user. That can be tedious at first, but when paying close attention to details and fully document every characteristics and function, you can develop documentation that does not take the form of a user already figuring out the information and procedures that you did not include.
Do not imagine that every end user can know about all the IT acronyms. Here is the full list of acronyms presented by acronymslist.com. The first time you introduce a new acronym, give full details about what the acronym stands for. Whenever you are testing your system, be sure that you have tried your best to decode the software. If your software has issues or bugs (whichever way you like to call it), write out a set of instructions, and offer it to your team and users. You won’t only save so many frustrations for most end users but also many additional calls to the help desk.
Document the events that are predictable during the lifetime of any long-lived systems:
- Â Â Â How will someone who does not know anything at all about the system get the system up and running?
- Â Â Â What solution are available while the system or network is down?
- Â Â Â If you experience a server outage, corrupt database, or hard disk crash, how can you overcome this?
Your documentation should prepare for these problems and offer a detailed plan and give instruction for system recovery.
Securing documents
Aside from saving your computers, it is recommended that you also secure your office premises to avoid data loss because of incidents such as break-in and theft. Every hard work of developing passwords and encrypting files might be a waste if a trespasser stole your computer along with your hard drive. You can protect your computer files by taking backups of every crucial file constantly and making sure they are safe on a different hard drive, or maybe in another location together.
In that method, your data is secure even from natural disaster strike at a place. Using authentic software to safeguard your systems against hackers, phishing, malware, and virus attacks are advised too. Most times, your employees might need to share your computers, or you want to reduce your user connection to some of the network resources. In such a case, you can safeguard your most important and off-limits documents with passwords and encryption keys or you can try https://www.filecenterdms.com/portal-overview.html for safer way to share files.
Immediately you have the DMS established; you are required to be sure that you and your employees follow the right steps of developing, saving, and regaining documents. You will also be sure that those connecting and making use of these documents follow similar rules like naming and storing documents appropriately. The real problems lie in activating these rules constantly as time goes by. If it is successful, the benefits include having the ability to discover what you desire, whenever you want it and maintaining your sanity. Â
