3 Steps to Creating a DocumentManagement SystemHow to Create a Document Management System for SmallBusinessesSharePinEmail•••BY SUSAN WARDUpdated December 31, 2018Document managementis the process of handling documents in such a way thatinformation can be created, shared, organized and stored efficiently and appropriately.As such, learning how to create a document management system is critical forbusinesses.For many businesses, the focus of a document management system is on theorganization and storage of documents. They want to be able to store documents in anorganized and secure way that still allows documents to be found easily. This article willshow you how to create a document management system that does exactly that.If you type “document management system” into any search engine, you'll get long listsof document management “solutions,” many featuring software or apps that advertisethe advantages of having apaperless office.Document management software or apps, however, are designed to improve yourbusiness’shandling of electronic files. The problem is that many small businesses haveto deal with mixes of old-fashioned data on paper and electronic files – and in somecases, the proportion of paper data is much larger.
One solution to the problem of having a mixed data environment would be to use adocument imaging system to convert all of your business’s documents to electronicform. But this is too expensive and time-consuming for many small businesses.The good news is that you can put the basics of a document management system inplace without purchasing any special software or going through wholesale documentimaging. The system doesn't have to be complex; you just have to invest some time inplanning and implementing it.How to Create a Document Management SystemSetting up a document management system involves three steps;Creating a document management planImplementing the document management planFollowing throughThe first step, creating the plan, involves answering these four questions:What are the rules for creating documents?