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Streamlining Document Management for Efficient Workflow

Transitioning from manual folder organization to a centralized Document Server system. Explore key components such as understanding needs, tracking documents, user access, ownership, and culture support for effective management. Guide for optimizing your document flow.

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Streamlining Document Management for Efficient Workflow

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  1. Document Management Moving From: “I put it in a folder on the S drive?” “Who moved my folder?” To: “It is in the Document Server”

  2. Document Management How Do We Get Information To Flow? • Questions to understand your needs • Using iterative methods for success • Questions

  3. Understanding Your Requirements What Do We Need Our Documents To Do? • What: What are the key documents? • Where: Where are they now? • Access: Who can access? • Ownership: Who is responsible?

  4. What Are My Key Documents? Know Your Universe • What do we need to track? • What needs to be known about the document? • How long must a document exist?

  5. Where Are They? APlace For Everything And Everything In It’s Place • Where do your key documents reside? • Is that where they should be? • Are key document easy to find? • Set the place for the single source of the truth.

  6. Who And How? Know Your Users. • How do users access key documents? • Who as accessed/modified key documents? • What are the pain points?

  7. Ownership? Form Must Follow Function. • What business processes create the documents? • Who owns the documents? • Does the culture support properly managing the documents?

  8. “Do the difficult things while they are easy and do the great things while they are small. A journey of a thousand miles must begin with a single step.” Loa Tzu 601-531 BC

  9. Now what? Iterate to Success • Define your MVP • Makes the correct path the easy path. • Align investments to grow with the process. • Invest in constant small improvements over time.

  10. Questions Michael Matthews VP, Application Development Congressional Bank E:mmatthews@congressionalbank.com

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