{"id":778,"date":"2022-05-24T09:50:00","date_gmt":"2022-05-24T15:50:00","guid":{"rendered":"https:\/\/www.filecenter.com\/blog\/?p=778"},"modified":"2025-04-20T11:59:35","modified_gmt":"2025-04-20T17:59:35","slug":"how-to-perfect-your-document-management-workflow","status":"publish","type":"post","link":"https:\/\/www.filecenter.com\/blog\/how-to-perfect-your-document-management-workflow\/","title":{"rendered":"How to Perfect Your Document Management Workflow"},"content":{"rendered":"\n<p>When you hear someone asking whether \u201cyou still haven\u2019t found what you\u2019re looking for\u201d in an office, chances are they aren\u2019t referring to the famous pop tune from the 1980s. Without an organized and efficient document management workflow, office workers often find themselves asking their colleagues, \u201c<a href=\"https:\/\/albumism.com\/features\/tribute-celebrating-35-years-of-u2-the-joshua-tree\">you too<\/a>?\u201d while looking for the critical business information required to do their jobs.&nbsp;<\/p>\n\n\n\n<p>Even in this glorious age of technology, it may surprise you to learn that most office workers still suffer the frustration of poor document management. A survey from 2021 found that <a href=\"https:\/\/www.techrepublic.com\/article\/more-than-50-of-office-pros-spend-more-time-searching-for-files-than-on-work\/\">50% of office professionals<\/a> waste most of their days searching for documents and files instead of focusing on their work. Cluttered filing systems, unorganized network folders, and badly named files make even the most diligent employee\u2019s life a nightmare. You either have to send a request to the person responsible for the document and arrange your work around their schedule or just recreate the document yourself to keep the workflow going.&nbsp;<\/p>\n\n\n\n<p>Perfecting your document management workflow can reduce the stress on your employees, streamline your business processes, and drastically increase the productivity in your office. The difficulty is not in the <em>how<\/em> and not in the <em>why<\/em>.&nbsp;<\/p>\n\n\n\n<p>Below, we look at how you can optimize your <a href=\"\/blog\/productivity-vs-efficiency-which-is-more-important-and-why\/\">document and record management workflows<\/a> using a document management system intended for modern businesses. Following these recommendations will allow you to enjoy the music from the 1980s instead of lamenting the same document management frustrations from that bygone era.&nbsp;<\/p>\n\n\n\n<!--more-->\n\n\n\n<p><strong><em>Key Takeaways:<\/em><\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>After decades of technological advances, perfecting a document management workflow is still a challenge for most business owners<\/em><\/li>\n\n\n\n<li><em>When you need to increase your office productivity, documents and records management is the best way to reduce the amount of time wasted by employees looking for information<\/em><\/li>\n\n\n\n<li><em>Using technology, integrations, and a formal process can help your resources to get through tasks quickly and demonstrate compliance with your business procedures<\/em><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Why You Should Review Your Document Management Workflow for the Digital Age<\/h2>\n\n\n\n<p>Digital documents are now the standard way of doing business. You may still need to have some paper documents available in the office, but these are negligible compared to the droves of business forms, records, and documents you have to organize, store, retrieve, and secure every day. A document management workflow covers all your primary business processes.&nbsp;<\/p>\n\n\n\n<p>These include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Customer document intake<\/strong> \u2013 The interface between businesses and customers often relies on application forms and collecting the supporting documents<\/li>\n\n\n\n<li><strong>Invoices and accounts payable<\/strong> \u2013 Ensuring the timely issue of an invoice and keeping track of your expenses remain a critical business function<\/li>\n\n\n\n<li><strong>Human resource documents<\/strong> \u2013 Employees depend on guides and policies to guide them through processes like filing for leave or submitting an expense report<\/li>\n\n\n\n<li><strong>Proof of compliance<\/strong> \u2013 Checklists and audit documents help you demonstrate your compliance with different regulations and need to be easily accessible<\/li>\n\n\n\n<li><strong>Operational and technical information<\/strong> \u2013 Documents that relate to your products or services should be on-hand to assist employees and customers when the need arises<\/li>\n<\/ul>\n\n\n\n<p>These documents are essential to maintaining productivity in your office. If staff cannot find them, don\u2019t know where to file them, or don\u2019t even know they exist, you\u2019re suffering from a deficient document management workflow. Here are four ways you can perfect your document management processes.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><a href=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1.jpg\" alt=\"Infographic showing the productivity losses from poor document management workflows\" class=\"wp-image-781\" width=\"768\" height=\"768\" srcset=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1.jpg 1024w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-300x300.jpg 300w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-150x150.jpg 150w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-768x768.jpg 768w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-100x100.jpg 100w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-200x200.jpg 200w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-450x450.jpg 450w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-600x600.jpg 600w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image1_CM1-900x900.jpg 900w\" sizes=\"auto, (max-width: 768px) 100vw, 768px\" \/><\/a><figcaption class=\"wp-element-caption\">Image Source: <a href=\"https:\/\/financesonline.com\/cloud-file-document-management-statistics\/\">https:\/\/financesonline.com\/cloud-file-document-management-statistics\/<\/a><\/figcaption><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">1. Let the Technology Work for You<\/h3>\n\n\n\n<p>Cloud storage, automated workflows, and timely alerts are good in principle, but where do you start? When you\u2019re assessing new document management workflow solutions, you need to consider how difficult it will be to implement, maintain, and optimize your technology stack if you want to streamline your business processes.&nbsp;<\/p>\n\n\n\n<p>Modern document management solutions have the same drawbacks as their enterprise-grade predecessors. If it\u2019s not easy to learn and use, requires IT experts to administer, or boxes you in to their way of doing things, the gains you get from your investment will be marginal, if you get any at all. A <a href=\"\/filecenter-why.html\">solution like FileCenter<\/a> integrates with your current business systems and is easy to learn, so you won\u2019t need additional resources just to manage the system.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Formalize Your Document Management Workflows<\/h3>\n\n\n\n<p>Key processes require a formal workflow to ensure consistent and timely execution from workers. Without a formal workflow for processes like onboarding new customers, you risk some of the documents falling through the gaps. Map your key processes and look for a solution that optimizes each step, such as searching for documents quickly, scanning PDFs with OCR, and integrating other Line of Business (LOB) applications. However, remember that you don\u2019t have to accept a substandard document management system just because it has a workflow engine. Rather look for a document management solution that you can integrate with a workflow engine than the other way around.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. Differentiate between Documents and Records<\/h3>\n\n\n\n<p>Documents are living objects, which is to say that they remain editable after you\u2019ve created them. Alternatively, records provide an instance of proof of each workflow\u2019s execution. When employees create Microsoft Word documents, ensure they convert these to PDFs before sending them to clients. Today\u2019s <a href=\"\/info-pdf-editor-software.html\">PDF editors<\/a> also allow you to make changes, but it\u2019s easier to secure a PDF by creating a digital form and keeping track of any alterations after sending out the original file. Knowing the distinction between the two types of data containers will help you establish the required workflows to maintain control and ensure compliance.\u00a0<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Difference Between Document  Record\" width=\"605\" height=\"340\" src=\"https:\/\/www.youtube.com\/embed\/Rn1sLyzZfLQ?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">4. Audit Your Team\u2019s Adherence to the Workflow Regularly<\/h3>\n\n\n\n<p>Every process can only improve if everyone follows the steps as required. When you have to demonstrate compliance to auditors, you\u2019ll need to track the history per digital file and show how you fulfill the requirements of privacy laws, information classification, and record-keeping. While some solutions will automatically generate these types of audit trails, they are expensive and not suitable for most SMEs. <a href=\"\/filecenter-features.html\">FileCenter<\/a> can help you organize your files, establish naming conventions, and keep your PDF records available to streamline any audit procedures.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><a href=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1.jpg\" alt=\"Percentage of workers that struggle with versioning issues when subjected to a poor document management workflow\" class=\"wp-image-780\" width=\"587\" height=\"316\" srcset=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1.jpg 783w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1-300x161.jpg 300w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1-768x413.jpg 768w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1-100x54.jpg 100w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1-150x81.jpg 150w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1-200x108.jpg 200w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1-450x242.jpg 450w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/Image2_CM1-600x323.jpg 600w\" sizes=\"auto, (max-width: 587px) 100vw, 587px\" \/><\/a><figcaption class=\"wp-element-caption\">Image Source: <a href=\"https:\/\/financesonline.com\/cloud-file-document-management-statistics\/\">https:\/\/financesonline.com\/cloud-file-document-management-statistics\/<\/a><\/figcaption><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Solve Your Daily Productivity Challenges with a Document Management Workflow and FileCenter<\/h2>\n\n\n\n<p>FileCenter aims to make your life easier when it comes to collecting, storing, sharing, and securing your essential business documents. Pound for pound, FileCenter outperforms competitors with a feature-rich, easy-to-use, and scalable <a href=\"\/dms\">document management system<\/a>. To get the most out of your resources and limit the amount of time they have to look for what they\u2019re searching for, consider FileCenter as your core document management workflow solution.&nbsp;<\/p>\n\n\n\n<p><strong><em>If you want to optimize your workforce with a document management workflow that supports all your business processes, <\/em><\/strong><a href=\"\/filecenter-features.html\"><strong><em>take advantage of our free trial<\/em><\/strong><\/a><strong><em> today.<\/em><\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>When you hear someone asking whether \u201cyou still haven\u2019t found what you\u2019re looking for\u201d in an office, chances are they aren\u2019t referring to the famous pop tune from the 1980s. Without an organized and efficient document management workflow, office workers &hellip;<\/p>\n<p class=\"read-more\"> <a class=\"more-link\" href=\"https:\/\/www.filecenter.com\/blog\/how-to-perfect-your-document-management-workflow\/\"> <span class=\"screen-reader-text\">How to Perfect Your Document Management Workflow<\/span> Read More &raquo;<\/a><\/p>\n","protected":false},"author":3,"featured_media":3049,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":"","_links_to":"","_links_to_target":""},"categories":[76],"tags":[146,144,145,48,147,142,133,141,143],"table_tags":[],"class_list":["post-778","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-document-management","tag-document-and-record-management-workflows","tag-document-management-processes","tag-document-management-solution","tag-document-management-system","tag-document-management-workflow-solutions","tag-documents-and-records-management","tag-pdf-editors","tag-perfecting-your-document-management-workflow","tag-why-you-should-review-your-document-management-workflow"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.4 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Perfect Your Document Management Workflow<\/title>\n<meta name=\"description\" content=\"Optimizing your office depends on how you manage and control your documents and records. 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Consider these tips to perfect your document management workflow.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.filecenter.com\/blog\/how-to-perfect-your-document-management-workflow\/\" \/>\n<meta property=\"og:site_name\" content=\"FileCenter Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/filecenter\" \/>\n<meta property=\"article:published_time\" content=\"2022-05-24T15:50:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-04-20T17:59:35+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/How-to-Share-PDF-Documents-Effectively.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"628\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Lucion Technologies\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Lucion Technologies\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.filecenter.com\/blog\/how-to-perfect-your-document-management-workflow\/\",\"url\":\"https:\/\/www.filecenter.com\/blog\/how-to-perfect-your-document-management-workflow\/\",\"name\":\"How to Perfect Your Document Management Workflow\",\"isPartOf\":{\"@id\":\"https:\/\/www.filecenter.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.filecenter.com\/blog\/how-to-perfect-your-document-management-workflow\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.filecenter.com\/blog\/how-to-perfect-your-document-management-workflow\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/05\/How-to-Share-PDF-Documents-Effectively.jpg\",\"datePublished\":\"2022-05-24T15:50:00+00:00\",\"dateModified\":\"2025-04-20T17:59:35+00:00\",\"author\":{\"@id\":\"https:\/\/www.filecenter.com\/blog\/#\/schema\/person\/ee37275af05841159a18a10c2314aa2a\"},\"description\":\"Optimizing your office depends on how you manage and control your documents and records. 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