Ways, IT contractors with expertise in effective document management and Microsoft 365, help companies tailor SharePoint and Teams, optimize process flows and maximize the use of AI services.
In this post, co-founder Per Rolder shares his expertise on why a well-thought-out document management strategy is crucial, and how companies can future-proof their work environments in Microsoft 365
Hi Per!
Why is a document management structure important?
A document management structure is fundamental for an organization to work efficiently and securely. Without a well-thought-out structure, documents end up in the wrong places, making it difficult to find information quickly when needed. A good structure also enables better collaboration between teams and departments, making documents more useful over time.
What common structures do you recommend?
There are several effective ways to organize documents, and the choice of structure depends largely on the organization’s workflows and objectives. The most common methods are;
✔ By department: A simple and clear structure, especially for smaller organizations where each department is responsible for different types of documents. This approach facilitates management within departments, but can create challenges when documents need to be shared between several departments. It can also be difficult to adapt and restructure document management when the structure of the organization changes.
✔ By function: This method is useful when the organization wants to group documents based on tasks, such as payroll or invoicing. It makes it easier to quickly find documents related to specific functions or tasks. This structure is particularly useful in organizations with clear workflows.
✔ By process: This structure is particularly effective for process-oriented organizations, such as project-based companies or those that work cross-functionally. Organizing documents by specific processes – such as onboarding, customer project management, or product development – gives the organization both flexibility during reorganizations and a holistic view of documentation. It also makes it easier for teams to collaborate across departments and find relevant information quickly, as documents are gathered based on the work that is actually going on, rather than in a traditional departmental structure.
✔ By information group: Here you group documents based on their content, such as customer contracts or governing documents. This reduces the risk of duplication and makes it easier to find the right document quickly, which is especially important in larger organizations with many documents.
How do you see the use of metadata as part of document management?
Metadata is a powerful tool for organizing documents without relying on a traditional folder structure. By using descriptive labels, documents are categorized based on content instead of, for example, department, improving searchability, access and management of information.
This means that a user can find the right document in seconds. Metadata saves you from having to restructure your entire document management system if your organization changes the way it works or if departments are reorganized – just adjust the metadata.
What should companies consider when creating a document structure for the future?
To create a sustainable structure, companies should focus on building document management around processes, functions or information groups, rather than strictly following a departmental structure. A departmental structure is limited and can create obstacles as the organization grows or changes. Metadata also plays a central role in building a flexible structure. Use metadata to ensure that documents can be tracked and found even if they are moved or if the organization is reorganized. For future-proofing, think about scalability and flexibility – how can document management adapt when new departments or workflows are added?
What common pitfalls do you see in implementation?
A common pitfall is to create an overly detailed and complicated structure from the outset, which may cause users not to follow it. Another pitfall is not involving users in the process. For document management to be successful, those who actually use the systems must be involved and provide feedback. It is also important to continuously evaluate the structure and adjust it as the organization changes or grows.
Want to know more about how this can help your business?
Contact Per Rolder on 0709-25 33 30 or [email protected]