Document Management into Computer

Helpful Tips for Successful Document Management

Document management has become one was the most tedious and time-consuming tasks in a project managers daily life. A common question seems to be, what are the newest & best tools for construction document management? These construction professionals tend to overlook the glaring problem, that it is not just about the tools you use, but also the different tactics, strategies, and practices you implement. ZBRELLA took a deeper look into some of the best document management strategies & tactics for the use of construction professionals. ZBRELLA condensed the most important document strategies & tactics into a few very important points:

Capture All Information Digitally – One of the most important practices your company can adopt to ensure better document management in construction is to, above all else, capture all workflow digitally and have it already wrapped up in your business before anything else even happens. There are a number of software programs that can do this, and as long as you are able to capture information (for example in a database or PDF), you’re one step ahead of the game.

It’s important to capture all of your business activities digitally, to be stored in one place, for immediate access at all times. Through digital storage, you remove the extra step of documenting information manually after it’s obtained. The result is a faster more efficient business.

Tie Your Files to Jobs – Right under capturing information digitally is tying your files to projects. Why is this important? Because it eliminates a large majority of human error that occurs when this process is not automated. When files aren’t tied to jobs, there is a lot of room for people to misinterpret documents and who and what they’re supposed to be affixed to.

This simple step makes an employee, who is opening a document, able to immediately know what project a document is tied to. Through the use of software, your business can easily adopt this process for use. You will eliminate several steps and create a user friendly process to finding correct documents for a specified project.

Use a Barcode Scanner – This is only if you’re dealing with paper files, but for those of you that are, using a program or system that can read barcodes can be a great document management best practice. There are multiples programs and software that exist that allow you to scan in your paper files. Barcode scanning is essentially scanning in multiple documents in a single shot.

Barcode information can be used to automatically name and organize your files! This process has been proven to increase speed, accuracy, and efficiency of document management. Additionally, barcode scanning can be incredibly less intimidating than other similar solutions.

Enforce File Naming Standards – One of the easiest and most effective ways to ensure better document management is to enforce good file naming standards. What do we mean by that? Simply set a standard for naming your files that all workers must follow, and make sure you enforce it.

It is easy to get documents mixed up when each are named in different ways. Having, and enforcing, strict file naming standards can expedite the process. With a universal naming standard, there will never be confusion about what a document has in store. For example, including specific dates, company names, project numbers, and functionality are all good categories to adopt. Try to avoid long names, and saving folders within folders. The point is to create easy to identify, concise, short file names that are easy to “decipher”.
Most importantly, don’t be afraid to try new things!
With eSUB’s Virtual Filing Cabinet upload any format of documents with unlimited storage. Organize into User defined file folders to store all project files as well as corporate templates and files. Upload photos, videos, cut sheets, drawings, schedules, any document in any format for viewing or dissemination.
All files are uploaded to the cloud so you will never have to worry about losing your documents, photos, drawings, etc. ever again. Users can access these electronic files on any device, anywhere.

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