Upgrading a document management system can be a challenging task for someone who has never done so before. Adding something to or entirely updating a document management system can not only help you make good decisions but can also help the people involved in the tiring process. If you are someone who has started researching about updating your document management system already, take a pause and consider the following tips to make the process easier and lesser loathsome.
- MAKE A LIST
The first step is to note down the name and function of each type of document. This makes it easier to communicate your needs to your consultants and engineers. To quote an example, imagine yourself looking forward to streamline the process of ordering and acquirement. To prepare a list for this particular task, you need to adds things like the sales order, bill of lading, and packing slip, etc. to the list to present it to your contractor later on.
- PREPARE A LIST OF INDEX FIELDS
To give each document an identity, index fields, or metadata are filled in. Any normal document type usually contains two fields to seven fields. However, sometimes it might also contain more fields, although the recommended number of fields is anywhere between two to seven only. In order to store your documents, you can include primary fields. Primary fields might include a name or number for the sake of identification. Also,there is always one index field that remains common across all the document types in a single process. An example of one such common index field can be an order number or invoice number. The information that your engineers receive about these common/key fields will help the engineers to ways to simplify your configuration.
- BUILD A WORK FLOW MAP
Communication is the key to improvement. You should get involved in striking a conversation with the people who are directly involved in each process if you really want to improve. You should from the beginning of the chain and work your way to the end, including everyone who is involved in the process, even if its partially. Remember to make notes along the process of communicating with people, including noting down all the details such as the names of the people involved at any given stage, the role of the document(s) that they are handling, etc. For example, in an order-processing and fulfillment workflow, you may see anywhere between three to five customer care representatives who take orders from multiple sources. To include this stage in the work flow, you will be required to document the name of each CSR along with the sources of orders (whether it is mail, fax or web), and the treatment of the orders that they receive. It is important to remember that the new document management system will be only as good as you design it. You will have to be more and more thorough in your research and planning to make the document management better for your entire organization.