Documentation is crucial to create robust and trainable processes, however maintenance and upkeep becomes tremendously difficult over time.
Composition, Retention, and Control are three areas of document management that DocSigma is looking to solve. In an earlier post we discussed DocSigma's solution to composing documents. A link to that article can be found in the Recent Posts section of this page.
For this post, let's focus on document storage and how DocSigma can consolidate where your processes live and alleviate the burden of managing documents in multiple places.
Common Pain Points of Storing Documents:
It's difficult for users to find their SOPs, which in turn makes them less likely to be followed.
For each location that you maintain, version control and updating documents to the latest revision becomes increasingly difficult.
Our central repository allows you to create a single source of truth for where your documents reside and how they are linked together. Whether you're storing pre-existing documents or creating new ones through DocSigma, the repository comes with many different benefits that you can take advantage of.
Creating a consolidated base for your documents is a great start in streamlining and reducing the waste associated with managing processes and ensuring they are followed consistently.
Think of the times when you're in the kitchen looking for a can opener and you have to frantically search through all of the different cabinets it could possibly be in. Compare that to the time it takes to find a tablespoon that generally is one designated drawer. The same analogy applies to your processes. By maintaining one central repository you can cut down the effort required by your users to locate documents. The simplicity supports increased utilization of the repository, and ultimately greater effectiveness of your documentation.
Now there may be certain situations where separation between teams or workflows makes sense. DocSigma handles this through allowing you to assign documents and users to specific divisions so they would see a tailored view of documents that are relevant to them.
Realistically, there are cases where supporting multiple storage locations is necessary. For example, if you have documents that are internal only vs. client facing, it may make sense to host them in two different places. The burden lies in updating both places whenever there is a new approved edition of the document. But what if a change in one place would automatically flow and update the other? That's where DocSigma would come into play.
The DocSigma repository creates a generic link which points to the most currently released edition of the document. That way, if you have other locations that host your processes, they can be updated simultaneously upon the approval of a new revision.
Our goal is to simplify how documents are created, stored and controlled within your organization. While we've talked about our templates in a previous article and how it can greatly speed up the turnaround time for new documents, how and where you store them is a vital piece in creating an effective document management system. DocSigma's repository is aimed at standardizing enough to produce value across your teams, while not requiring a complete overhaul of your business. To learn more, visit our product page or contact us!
You're invited to join our demo list or subscribe to receive notifications when new articles are released! We'd love to hear from you and be a key partner in improving your document management system!
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