It's time to document your documents!

Implementing a Document Management System that makes sense for your organization and needs will save your organization time and money. What two items are more important to a small business? Even if you are a solopreneur without a team implementing a document management system early in your organization will save you time, money and countless headaches down the road.


What is Document Management?

Document Management simply refers to the process a business follows to create, store, organize and share documents both within and outside of the organization. The main components of a document management system should address the below items:

  • Storage location - What programs will be used to store electronic documents? How will physical documents be stored?

  • Security and access control - The platform should allow the owners or admins of the documents to control who has access to them and apply guidelines on how they can be shared both within and outside the organization. They should also add a level of cyber security to keep your files safe in the cloud.

  • Version control - The program should store and allow the user to access and restore multiple versions of the document in case an older version needs to be reviewed. How many times have you accidentally hit that “save” button when you didn’t mean to?

According to the IDC the worker spends about 2.5 hours per day, or roughly 30% of the workday, searching for information.

Why do I need a Document Management System?

Implementing a Document Management System that makes sense for your organization and needs will save your organization time and money. What two items are more important to a small business? Even if you are a solopreneur without a team implementing a document management system early in your organization will save you time, money and countless headaches down the road.

  • Saving Time - According to the IDC “the worker spends about 2.5 hours per day, or roughly 30% of the workday, searching for information. Also, a survey conducted by Nintex reported 49% of full time employees said they have trouble locating documents. Duplicating documents (and the time wasted doing so) is also an issue in many organizations that a structured and effective Document Management System can solve.

  • Saving Money - Based solely on the time a Document Management System can save your employees will save your organization a significant amount of money in regaining loss time and productivity. For example, if the worker mentioned above makes $100,00 per year the organization is paying them $120 per day hunting for loss or misplaced documents. Also, implementing an effective Document Management System can allow an organization to go “paperless” which will reduce (or eliminate) the need for office space or off site document storage.

How can I implement a Document Management System?

  • Step 1 - Decide how documents will be stored. Will your documents ALL be stored on site, on an online platform, or a mixture of both?

  • Step 2 - Decide on the best online or cloud platform will best suit your organization's needs and budget.

  • Step 3 - Create SOPs outlining where files should be saved, naming conventions for each type of file, who should have access to each file and when files need to be archived.

  • Step 4 - Implement the new storage and document management process and train all employees on how to use it effectively.

  • Step 5 - Ongoing maintenance is crucial for your organization to reap all of the benefits of your new document management systems. Appointing a point person to “spot check” the system to ensure all new processes are being followed will help greatly with keeping it all neat and orderly.


If you have any questions on how to effectively and efficiently create a Document Management System for your organization contact Harper Administrative Services today!

© 2018 by Harper Administrative Services, LLC

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