two people collaborating on digital documents on their laptops

Document management is a powerful tool, but did you know it can be even more effective? Here are just a few tips to help you get the most out of this solution.

Document Management Your Way

Document management is built on software and ideas that just about any company can use. However, you can only unlock the real power of this solution if you know how to make it fit your unique needs. That's why all the best document management tips are about personalizing your approach.

Here are just a few ideas to get you started:

Choose Naming Conventions

Naming conventions are a simple but powerful part of document management. This is one of your earliest opportunities to choose something that makes sense based on how you operate, what information you need at first glance, who uses your documents, and more. Remember, you don't have to use a standard naming convention--you can customize the rules as much as you need to make them work for you.

Think About Logic

Document management gives you the tools, platform, and visibility to organize your files in whatever way you see fit, but the rest is up to you. There are plenty of logical approaches--for example, organizing by date, author, department, or client. To choose what works best for your business, think about how you'll actually utilize this data, how easily it can be reached, and where you might be able to eliminate extra steps.

Automate Thoughtfully

It's easy to see all the automation opportunities in a document management solution and feel like your problems are totally solved. That's almost true--but you still have to decide what to automate and what to leave in your team's capable hands. This will depend on what your workflows look like, what kind of manual tasks your employees are responsible for, and how your entire company could benefit from different automation approaches.


The secret to getting the most out of document management is simple: Don't do exactly what everyone else is doing. There's no single "right way" to use this solution, so think about what fits into your workflows, goals, and company overall.

Want to learn more about making document management your own? Contact us today for more tips like these!

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At EBP, it’s our mission to help you print outside the box. Beyond copiers and printers, we provide the customized solutions, services, software and workflow that streamline your company’s processes to help you work smarter, not harder.

As your dedicated, full-service partner, our entire team is committed to exceeding your expectations on every level. We are family-owned, driven by family values and proud to be part of the Ricoh USA family group, recognized industry-wide for our organization's excellence in service year after year. Simply put, we’re here to help - every day and in any way that we can. 

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