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Remote work has become a normal part of society in the past couple of years. Like with anything, there are pros and cons to remote working. If you get into a routine that works for you, you can save vast amounts of time by avoiding commuting to and from work. A successful document management system is one element that will determine whether or not you can save this time.

Have a consistent digital document management system

This point is key for not only remembering where your own personal files you created are, but is important for colleagues, employees and clients to instinctively know how to search for items. Implement a digital document management system which is consistent across the board. This means specific folders are created in specific contexts, and a specific labeling protocol is utilised.

You’d be surprised how inconsistency can cause you and others to end up spending ten minutes trying to find a document that could take as little as one minute of a quick search. With remote work, asking a colleague isn’t as simple as asking in person. Instead, it could be hours before you hear back about a file. In your case, it would be wise to seek assistance from a company that provides managed IT services and document management. Companies like these usually have a tagline like “Experience an exceptional level of service and support that makes us leaders in the copier industry.” As a business owner, digitizing and storing office documents is imperative in order to ensure smooth and efficient business operations.

Digital document management software

There is incredible and effective digital document management software available out there. Bear in mind that there are various options available and while one may suit others remote work setup, it may not necessarily be suitable for you. The first step would be to determine whether you are willing to pay one such as M-Files or opt for the free alternative. After this, research the difference between platforms and choose according to your preference.

A top benefit to the paid versions is the offline availability. This means that you aren’t confined to just your home office. You can take your laptop to a cafe and not have to worry about internet connection, or even go to a park or beach for some fresh air.

Ensure you opt for a cloud document management system so you can access files from any device, regardless of location. Additionally, it also becomes important for your employer to then have a dedicated in-house IT team, or maybe a team who can provide managed it services in order to safeguard the file system and other tech-related support.

Communicate and take notes

Working remotely can cause disruption with communication so it’s crucial to remember to communicate when it comes to document management. Whether you have clients, customers or need to simply communicate with the team, ensure you do so effectively. This means all parties involved know how to access information and important documents. If you are using a cloud-based system for this, you may wish to check out Saviynt Inc., who can provide a zero trust architecture that means that employees are only able to access what they need to on the cloud for the amount of time that they need to complete their job, which helps when it comes to things like security, as only those authorized to do so will be working with the data.

In addition to this, in the midst of busy tasks, note-taking is a tip that will assist in sourcing files. For instance, if a colleague has given you access to a file and added you to have full visibility, you could add the pathway to your notes or a specific document. Therefore, when you do need to access it again, it will save time searching around through emails or asking again if you have forgotten the pathway.

Remote work initially requires more organisation in order to keep up with tasks at the same speed as working at the workplace. With an efficient digital document management system, you will notice a large difference in efficiency and stress levels.

Andy McGowan
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