What is a document management plan?
A document management plan (DMP) is a systematic approach to organizing, storing, and maintaining important company documents in an efficient and secure manner. It provides a clear framework for document management and ensures that all necessary information is easily accessible and properly secured. Companies operating in complex industries, such as the energy sector, benefit greatly from having a DMP, as they often handle large volumes of critical documents that require effective management.
A document management plan (DMP) is a systematic approach to organizing, storing, and maintaining important company documents in an efficient and secure manner.
What is minimally required for a document management plan?
A comprehensive DMP should include, at a minimum:
- document policies
- document retention schedules
- document archiving management
- document classification schemes
- document workflow
After all, these components ensure that the organization has clear and consistent guidelines for document management, including how documents are stored, who has access to them, and how they should be disposed of when they are no longer needed.
Why should you store documents in the cloud?
A cloud-based approach is becoming increasingly popular as it provides many benefits over traditional, on-premise document management systems. The most significant benefits include the following:
- easier access to documents from anywhere
- increased security
- automatic backups
- reduced IT maintenance costs
With a cloud-based DMS, employees can access the documents they need from anywhere, using any device with an internet connection. This increases productivity and allows the company to be more agile. Additionally, the DMS provider, such as Assai, typically manages all IT-related tasks, significantly freeing up internal IT resources and reducing the risk of data breaches.
10 steps to creating a Document Management plan:
Creating a DMP requires a systematic approach, and the following 10 steps can help guide the process.
- Document Type Identification: The first step is to identify the different types of documents the company needs to manage. This can include legal agreements (such as service level agreements), human resources documents, financial proposals, and more.
- Access Management: Determine who should have access to each document type and their roles and responsibilities. This step helps ensure that only authorized individuals have access to sensitive information.
- Storage and Retrieval: Decide how to store documents and retrieve them when needed. This can include a combination of physical storage and electronic systems.
- Risk Assessment: Assess the risks associated with managing different types of documents and determine what measures need to be put in place to minimize those risks.
- Security Controls: It is essential to Identify the document security controls to protect the confidentiality and integrity of the company’s documents. This can include access controls, encryption, and data backup and recovery procedures.
- Document Management Policies: Develop and implement clear policies for document management, including guidelines for document creation, storage, access, and disposal.
- Document Disposal: Define a clear and responsible process for disposing of unnecessary documents to minimize the risk of data breaches and protect sensitive information.
- Retention Plan: Define a retention plan that outlines the records management process for different documents. Also, project planners should consider the document retention period and when to dispose of it.
- Best Practices: Implement best practices for document management, including document version control, document approval workflows, and document auditing.
- Continuous Improvement: Regularly review and assess the DMP to identify areas for improvement and ensure that it remains relevant and effective.
In conclusion, a document management plan is essential for organizations in complex industries such as the energy sector. By following the 10 steps outlined above, companies can ensure that their critical documents are managed effectively, securely, and in compliance with industry regulations. A cloud-based DMS offers many benefits and is becoming the preferred option for many companies. By implementing a comprehensive document management plan, companies can increase productivity, reduce risks, and ensure the confidentiality and integrity of their important information.
Assai’s document management system
At Assai, we take pride in offering the best document control and document management system for complex projects and operations in the market. Assai’s Document Management system stores all your items in a central repository equipped with easy and comprehensive search options on metadata and content for documents, drawings, correspondence, emails, and more. The system enables organizations to integrate with many tools that fit their requirements, such as Power BI. Also, version control and redlining are a breeze with Assai.
We offer a system that meets different industries’ needs, including Oil & Gas, Renewable Energy, Construction & Engineering, Transportation, Mining, Utilities, and Chemicals. Our user-friendly, secure, and scalable solutions come with expert support and training. Check it out on our site, and feel free to book a demo!
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