As the year comes to a close, it’s the perfect time to take a closer look at your DocuWare system. A few simple end-of-year maintenance steps can improve performance, strengthen security, and ensure your workflows start the new year running smoothly. Use this checklist to keep your document management system organized and efficient.

Review and Archive Old Documents

Start by reviewing what’s stored in your system. Archiving older files that are no longer needed for daily operations helps improve performance and keeps your digital workspace clutter-free. Use DocuWare’s built-in retention policies to automate archiving and ensure compliance with your organization’s recordkeeping requirements.

Check User Permissions and Workflow Automations

Over the course of the year, team roles and responsibilities may have changed. Review user permissions to confirm that access levels are still appropriate. While you’re at it, take a moment to test your workflow automations—especially those related to approvals and document routing—to make sure they still reflect your current processes.

Use Analytics to Identify Process Bottlenecks

DocuWare’s reporting and analytics tools can reveal which workflows or departments are slowing down document movement. Reviewing these insights before Q1 gives you time to make adjustments and set performance goals for the new year. Even small changes to routing or indexing rules can make a measurable difference in productivity.

Back Up Data and Verify Security Settings

End-of-year maintenance isn’t complete without verifying that your backups are current and your data security settings meet compliance standards. Check your encryption protocols, password requirements, and user activity logs. These quick steps can help protect your business from costly data loss or security breaches.

Get Expert Help from EBP

If your DocuWare system needs a deeper review—or if you’d like guidance on improving workflow efficiency—Electronic Business Products can help. Our experts specialize in optimizing document management systems to support secure, seamless business operations.

Contact EBP to schedule a DocuWare review or workflow consultation today.