October 11, 2023

How to implement standardized online management of local enterprise documents?

With continuous development of enterprise digital production methods, network offices and online collaboration are becoming more common. An enterprise may store a large number of files and documents, and these documents are mostly stored on different devices and media. Information management is fraught with certain difficulties. To improve effectiveness of enterprise knowledge management, following aspects can be considered.

1. Classification and organization of documents

Categorizing and organizing documents within an enterprise is a very important step. Classification can help users quickly find documents they need, and also users can conveniently manage their documents. When classifying, you may consider formulating classification standards based on document types, topics, business processes, etc. The classification standard should be based on actual situation and needs of enterprise, and specific classification method can be determined according to actual situation.

Document ordering is arrangement of documents according to certain rules and methods to make them more organized and easier to find. For example, arrange documents in chronological order or content order. Organizing documents can help employees quickly find files they need and keep track of new files easily.

2. Software help

Once documents are organized, we can consider using document management software tools. Here are some document management software tools:

SharePoint: SharePoint is Microsoft's enterprise-grade document management software that provides rich document management capabilities, including document sharing, document versioning, document approval, and more.

Confluence: Confluence is a knowledge management and collaboration system developed by Atlassian. It provides many features such as document sharing, document versioning, search engine, co-authoring, and commenting. Confluence is a very easy to use document management and collaboration software.

Google Drive. Google Drive is a cloud storage service that provides features such as online file sharing, online editing, and file backup. Users can conveniently upload and download files, and keep files consistent across multiple devices with cloud sync.

: Online Knowledge Base/Help Center is a new customer service tool that can help businesses better manage and organize customer service information, and improve customer service efficiency and quality.It provides many features and tools including knowledge base, question base, document base, search engine, feedback system and more.

All of these software tools have powerful document management features that can help users manage numerous files. Different management software can be used to manage documents for different departments of an enterprise.

How to implement standardized online management of local enterprise documents?
3. Set Document Management Standards

In order to manage internal documents of an enterprise, certain management standards must be established. First of all, naming method, format, storage location, and backup strategy of document should be specified for easy management and retrieval. At same time, it is also possible to formulate usage rights and document access specifications, restrict access by unauthorized personnel, and ensure information security of enterprises.

Establishing records management standards helps to improve efficiency of internal document management in an enterprise and reduce risks such as misoperation and information leakage.

4. Electronic reference documentation

Online Help Documents are easy-to-understand online documents that typically include user manuals, usage tips, solutions, etc. of software products. Online help documents can help enterprise users quickly learn how to use software and related knowledge, and improve work efficiency.

Enterprises can create and manage these online reference documents themselves or use third-party online document platforms such as blogs, wikis, etc. to organize and publish internal documents on platform.

5. Learning and knowledge sharing

In process of implementing records management in an enterprise, different departments and teams need to understand each other and learn from each other, which is also very important in terms of learning and knowledge sharing. By doing some learning and knowledge sharing activities, employees can quickly learn document management skills, and at same time, they can promote collaboration and communication between departments and teams.

Online document management, highly recommended

This is a powerful online knowledge management system that can help businesses easily create knowledge bases and manage knowledge assets. The specific steps are as follows:

  1. Register an account: Register an account on official website, fill in relevant information, and complete registration.
  2. Creating a knowledge base: Create a knowledge base in , set name, description, classification and other information of knowledge base.
  3. Add an article. Add article to knowledge base, including title, content, tags, and other information about article. You can use a rich text editor to edit content of an article, as well as upload images and attachments.
  4. Manage Articles: Manage knowledge base articles, including editing, deleting, publishing, archiving, and more. Articles can be classified, sorted and searched as needed.
  5. Customize Themes: Customize themes in knowledge base, including selecting theme templates, changing colors and fonts, and more. A theme can be customizedprice in accordance with needs of enterprise and brand image.
  6. Integrating other tools. It can be integrated with other tools such as Slack, Zendesk, Intercom, etc. to better manage and use knowledge assets.

Using and building a knowledge base can help companies better manage and exploit knowledge assets, and increase their innovation and competitiveness. At same time, it provides many features and tools to meet various needs and requirements of enterprises.

In short, enterprise has too many local documents. Intelligent classification, organization, supporting software, standard setting, online help documents, training, and knowledge sharing are all key tools to improve document management. For various enterprise scenarios, you can choose appropriate implementation solution according to your actual needs.