The rise of remote work has been one of the defining features of the 21st century. However, with the convenience of having a remote team comes a host of challenges associated with document collaboration. Document control can become an extremely complex process, mistakes are bound to happen, and confusion over which system is used or who has access will likely arise, leading to a 21% of daily productivity loss.
To ensure success for your distributed teams, you must be aware of common document management mistakes they should avoid – something this blog post will discuss in detail.
1. Not Creating a Clear Document Structure
Did you know that 83% of employees have to redevelop a document simply because they’re unable to locate it on their company network? Creating a clear document structure reduces wasted time searching for documents and also ensures that everyone stays on the same page when they are working on projects together.
Creating an effective document structure is essential if you want your remote team to function smoothly and efficiently. Here are some tips on how you can do this:
- Utilize File Naming Conventions: A good file naming convention should include information such as dates, descriptive keywords, or even version numbers.
- Create Folders Based on Their Purpose: This will ensure ease of access and improved efficiency while promoting collaboration among team members.
- Regularly Review & Update Folder Structures: Over time, team members may add new documents that don’t fit into existing folder structures or move files from one location to another without properly updating the system accordingly. Regular reviews ensure that these types of issues are caught before they become major problems that affect productivity and workflow negatively.
- Make a Retention Schedule: A retention schedule outlines how long each type of document should be kept before being destroyed or archived, which can help save space and ensure only relevant information is kept on hand at any given time.
2. Not Establishing Version Control
83% of employees also state struggling with document version issues. Without proper version control, it’s easy for one person’s changes to be overwritten by someone else’s later edits or for old versions of a document to get mixed up with newer ones.
Version control also allows teams to keep detailed records of each change that was made and when it was made, which can be invaluable in evaluating potential errors. Having a record of each iteration helps teams understand the development process better and make more informed decisions moving forward.
3. Not Utilizing Cloud Storage
According to a KPMG survey, 35% of Chief Information Officers (CIOs) voted for cloud technologies as one of the three most vital investments. Cloud storage has become the go-to method for teams that are geographically dispersed and need to collaborate on shared documents. By effectively utilizing cloud storage, remote teams can easily manage their documents, keep data secure, and minimize the risk of lost or mismanaged files.
4. Failing to Leverage Automation Tools
Automation tools play an integral role in helping remote teams succeed by providing greater visibility throughout each stage of the workflow process. A Zapier study shows business automation boosts productivity by 94% and reduces stress by 65%. They allow users to eliminate manual errors, track changes made in documents as well as versions, and save time.
5. Not Setting Clear Access Rights
Without clear roles and permissions, confidential documents can be accessed by those who should not have access, leading to potential data breaches or misuse of sensitive information.
Setting up clear access rights from the start is essential for any remote team looking to ensure their document management system is secure and efficient. Here are a few tips for setting up clear access rights for your remote team’s document management system:
- Create Different User Roles With Specific Permissions: This will allow you to easily assign tasks based on their role within the organization.
- Create Detailed Security Policies: These should include guidelines around who has access to what documents as well as how they should be stored and shared.
- Audit Regularly: Auditing allows you to make sure that users have only been granted appropriate levels of access in line with their duties within the organization.
6. Not Backing Up Data Regularly
Data loss can occur at any time and without warning. If a file becomes corrupted or an entire server goes down, having a backup plan in place is key to saving your team from potential hours of lost productivity.
Backing up data regularly requires planning and discipline, and following these tips can help make sure that you have multiple copies of all important documents:
- Establish an automated backup schedule: Setting a regular schedule ensures that your team will always have access to their most recent work, even if something happens to their local computers or devices. Automated backups should be set to run weekly or monthly, depending on how often new files are added or edited by members of the team.
- Have physical backups ready: Even with cloud storage, having physical backups ready in case anything goes wrong can be invaluable for remote teams who need quick access to critical files without internet access. Make sure that all physical backups are stored in a secure location with multiple copies available if needed.
7. Not Ensuring Data Security
Document management security is critical because documents are often full of sensitive information, such as customer data, intellectual property, or financial records. Without proper document management security measures in place, this sensitive data can be vulnerable to cyberattacks and other malicious activities.
Here are a few tips you can use to ensure that your remote team’s documents are secure:
- Use VPNs: A Virtual Private Network (VPN) is a secure connection between two or more devices over the Internet. By implementing a free VPN for your Macbook systems, you can ensure that all documents sent between remote devices are encrypted and therefore secure from potential attackers or hackers.
This also allows your team to access documents securely from anywhere in the world without worrying about their safety or confidentiality being compromised.
- Implement Multi-Factor Authentication: Multi-factor authentication (MFA) adds an extra layer of protection by requiring multiple authentication factors. MFA requires users to provide two or more pieces of evidence when logging into their accounts, such as a username/password combination and a security code sent via text message or email, before they are granted access.
This ensures only authorized individuals can access protected documents, even if someone were able to guess your password.
Final Thoughts
In conclusion, having a standardized system for managing documents is essential for any business in today’s digital world. Not only does this help simplify processes such as filing or retrieval, but it can also help protect sensitive data from unauthorized access or misuse. By modernizing document management systems through technologies like cloud storage, VPNs, and automation tools, businesses can take advantage of faster access times while still ensuring a high level of security for their sensitive information.
Creating and maintaining a remote work environment requires careful consideration to ensure everyone is on the same page and working towards the same goal. With proper documentation management, you can streamline processes, improve communication, and optimize productivity.
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