DOCUMENT MANAGEMENT WORKFLOW

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Prepared by GIST Management

What is a Document Management Workflow?

A document management workflow is a process for creating, handling, storing, and retrieving documents that are relevant to your projects. It involves multiple stages and may include review and approval steps where specific individuals need to approve documents before they proceed to the next step. 

A properly implemented document management workflow ensures that documents are accessible to the people who should see them and inaccessible to those who should not, according to any relevant compliance and regulatory standards. 

Why are Document Management Workflows Important?

Document management workflows are very important for these reasons: 

  • Efficiency: Streamlining the creation, storage, retrieval, and management of documentation reduces the time and effort spent on document handling. When done well, everyone who should know about the project knows where to access the documents and doesn’t need help finding every item. 
  • Access and retrieval: Document management workflows are a godsend when looking for information, especially when you need it quickly. Avoid the headaches associated with searching high and low for documents by implementing a document management workflow. These benefits are most consistently achieved by implementung a document management system that standardizes how files are stored, retrieved, and protected.
  • Regulatory requirements: As mentioned above, there are significant regulatory requirements that impact many industries and projects. Industries like pharmaceuticals, healthcare, finance, and government have strict regulatory requirements regarding document handling, retention, and privacy. A robust and often rigid document management workflow helps ensure these regulations are met, and projects and organizations can avoid legal or financial penalties.
  • Audit trail: It’s critical to have an audit trail everyone can trust. Document management workflows should be designed to create a clear history of document revisions and access control records which are useful in tracking a document through the workflow and ensuring compliance and operational efficiency. 

Benefits of Document Management Workflows.

Document management workflows are not only important to your company overall; they also make your life as a project manager or stakeholder easier. 

  • Increased productivity: According to a study IDC, 45% of businesses said that document management workflows would improve productivity. Better yet, you can take this to the next level by using AI to automate routine tasks like data entry and document retrieval, or implement workflow orchestration to coordinate these automations across tools and teams—so employees can focus on more strategic activities.
  • Consistency and standardization: When implemented effectively and upheld by all, document management workflows provide a consistent method for managing all documents, ensuring that every document is processed in the same manner, which minimizes errors and inconsistencies (i.e. less rework and less time spent fixing mistakes). 
  • Enhanced collaboration: When used consistently, document management workflows facilitate better collaboration across all involved parties by setting clear expectations for how things should happen and how it should be documented.
  • Clarity on who did what, when: Do you ever wonder who changed your document? Who changed a price, or why a term got removed from a project charter? Document management workflows can combat this by keeping track of exactly who changes what, when. 
  • Better security: Proper document management workflows include security protocols that prevent sensitive information from being accessed by unauthorized people. Be mindful about security to avoid the headaches that come with data breaches.
  • Improved Compliance: Document management workflows streamline compliance with regulatory requirements by creating and maintaining proper records (via a tool like JOTFORM for example) and ensuring easy access to documents during audits.


Disclose:
With teams being more dispersed than ever, efficient document management is essential. Discover how document workflow management can streamline processes, secure data, and enhance access.



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