A digital document system can provide many benefits to a business, but getting started can feel overwhelming. Maybe you’re considering implementing a digital document management system (DMS) for your business, or you feel you’re not getting the most from your existing system.

Focusing on best practices can result in a more effective and successful solution. Here are five best practices to consider as you get started, or help you make the most of your current DMS.

Set Goals and Metrics

The best way to know if your document management system is working is to set goals and metrics. What do you hope to get from your DMS? Common goals include:

  • Finding documents more quickly
  • Spending less on storage
  • Improving collaboration

Consider Where Automation Can Help

Document management systems allow for automation in many areas, but at the onset it’s important to pick a few key areas that will offer the most impact for your business. In general, labour-intensive tasks are a good choice as a first step. For example, speeding up a critical process, or leveraging accounting systems to capture payment discounts. Here at hubTGI we’ve partnered with UiPath, the #1 RPA in the world.

Think About Additional Automation Opportunities

Once you’ve chosen which business processes you’d like to automate, look for ways to streamline workflows by integrating data capture with databases, applications, and notifications. You can make the information searchable using workflows to intelligently detect the document type and automatically send it to the right person. 

Reconsider Your Processes

The system you have for doing things on paper may not make sense when you move to digital. As you move to digital document management, consider each step in your process. Is it necessary? Is there a better way? Automation and digital workflows can help streamline your processes to reduce the number of steps needed and time required.

Keep it Simple

A complex user interface can undermine the efficiency of your document management system. By customizing the interface so each user has the elements they need, everyone can get their tasks done with the fewest clicks possible.

Choose the Right Partner

Partnering with a company that has the expertise and proven skills in document management can help you to get the most from your system. They will be invested in your long-term success and be there with 24/7 customer support to answer any questions and make sure your processes keep running smoothly.  

Considering a document management system for your business, but not sure where to start? We can help! Give us a call and let us show you how a document management system can streamline your processes, saving your business time and money.

Leave a Reply