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IT services providers in San Antonio have found out that most employees waste a lot of time trying to locate and retrieve documents. This, of course, lowers productivity. Business owners are advised to analyze their document management system as it can lead to wasted time, productivity, and lower sales. Here is how you can […]
IT services providers in San Antonio have found out that most employees waste a lot of time trying to locate and retrieve documents. This, of course, lowers productivity. Business owners are advised to analyze their document management system as it can lead to wasted time, productivity, and lower sales. Here is how you can develop a good document management system:
First, look into the infrastructural needs before drawing your document management strategy. An intuitive and clear structure will ease the employee’s work of retrieving their documents but achieving one will dig into the infrastructure. Some infrastructural areas to look at include:
There are certain businesses that need more regulations when it comes to data. Some information may be restricted to specific departments. There could be some classified information that you do not want certain people to access. Such includes:
Such information is classified and should be viewed only by the authorized parties. You may make them accessible to some people but as read-only documents so that they do not make any changes. You need to evaluate the permissions allocations to ensure that those that need the access get it.
You need a consistent document naming strategy so that searches can work more effectively. IT services providers in San Antonio advocate for a document management system with a powerful search engine. When one types in a keyword, it will bring up the most relevant files and not hundreds of them, which you will need to go through before you find what you are looking for.
A good document management policy clearly stipulates how long a document should stay before it is updated or discarded. This prevents the occurrence where employees keep referring to outdated information or keep old unneeded documents, which only take up space which should otherwise be freed.
Look at the data security measures put in your organization. If you have a BYOD type of environment, put measures to ensure the devices are safe. Install firewalls and other measures to ensure you are free from Trojans, viruses, and ransomware.
Ensure that you back up your files regularly and have a disaster recovery plan in case you face a disaster.
Document management is vital, and it is crucial to partner with an IT services provider in San Antonio like ICS. Contact us now for more information on how to manage your documents effectively.
ICS is a Texas-based 37-year-old technology company specializing in Managed IT, VoIP, Video Conferencing and Video Surveillance solutions for US and International businesses. ICS has over 4000 regional installations and specializes in multi-site businesses between 25 and 2500 employees. ICS’s customers enjoy the experience of ICS’s Total Care program which provides clients flat fee services with obsolescence and growth protection. Whether a customer elects to deploy their IT, Video Conferencing or VoIP in the cloud or on the customer’s premise, ICS can provide a full turn-key solution for our clients under one flat monthly fee.
ICS will never sell, rent, share or distribute your personal details with anyone. In addition, we will never spam you.
We offer managed IT services for large to small organizations at a flat-rate monthly fee. You can get started now with a 60-day, risk-free trial. If you’re not 100% satisfied with our services, you’re able to cancel your contract – no questions asked. ICS works hard to earn the trust of each and every business we work alongside.