Unstructured Access Management

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Without clear access controls, anyone can access sensitive documents. This not only increases the risk of information leakage but also creates legal compliance issues.

Solution:

Implement a role-based access control system to restrict access based on job requirements.
Use the audit log feature to monitor user activity and detect violations.
Update access rights periodically to accommodate changes in organizational structure.
6. Not Paying Attention to Naming and Storage Standardization
When documents are stored randomly without any jordan phone number list naming standards, the search process becomes very difficult. This not only wastes time but also reduces operational efficiency.

Solution:

Create consistent document naming guidelines , such as including the date, project name, or document type.
Use a folder structure that is organized and fits your team's workflow.
Take advantage of the smart search features in modern document management software.
7. Ignoring Legal Compliance
Digital documents often have to meet certain regulations, such as data protection rules or compliance with industry standards. Ignoring these can result in fines or other legal issues.

Solution:

Ensure documents are stored in accordance with applicable regulations , such as GDPR for personal data.
Involve the legal team to audit the document management system periodically.
8. Not Integrating the System with Other Business Processes
Isolated document management systems create data duplication and hinder workflow. For example, data that is not connected to a CRM or ERP system can make marketing and sales teams less effective.

Solution:

Use APIs to integrate your document management system with other platforms your business uses.
Choose all-in-one software that supports multiple business functions.