Document Management Plan - The Complete Guide

10/17/23, 2:32 PM Document Management Plan: The Complete Guide
Document Management Plan: The Complete Guide

NOVE M B E R 26, 202 2
WRIT T E N BY HAISA M ABDEL MALAK
About: Haissam is a digital software product manager with 15 years of expertise in developing enterprise content management solutions. His core
capabilities encompass digital transformation, document management, records management, business process automation, and collaboration.
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Creating a document management plan for your business is a hard and tedious process. It’s easy to get overwhelmed
and lose valuable time if you’re not careful. This plan should always consider following the latest trends in document
management.
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A document management plan is a document that outlines the policies, procedures, and guidelines for
managing documents in digital and physical form within your organization.
This exhaustive task is a must-have for any business, but it can be incredibly time-consuming. You can’t afford to be
unfocused or unorganized while you’re creating your plans!
9 Steps To Create The Best Document Management Plan for Your Business can help you step-by-step create an
actionable document management plan that fits your needs and budget!
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https://theecmconsultant.com/document-management-plan/ 1/15
What is a Document Management Plan?
A document management plan is a useful tool for businesses because it helps to streamline internal processes and
eliminate unnecessary steps to reduce costs.
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Document management plans vary by industry. However, they are often used to manage the flow of documents
between different departments or divisions within an organization. By tracking these documents and their progress
through the system, managers can better understand how well their company is operating as well as how to improve it.
It includes the following:
Document policies
Document retention schedules
Document classification schemes
Document workflow
Document archives management
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Different Types of Document Management Plans
There are three types of document management plans: paper-based, digital, and hybrid. Each type has its own set of
benefits and drawbacks that you should consider before choosing one for your company.
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The first type is a paper-based plan which is generally used in smaller businesses with less than 100 employees. With
this plan, employees bring their paperwork into the office each day to process them efficiently during their workday.
The second type is a digital document management plan which is generally used in larger businesses with more than
100 employees. With this plan, employees can be anywhere in the world and still have access to their company’s
documents through cloud-based applications.
A third type is a hybrid approach which is generally used by companies with 50 or fewer employees. The hybrid
approach includes both electronic and physical document management plans.
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How to Create a Document Management Plan
The document management plan should be created in conjunction with other important business processes like the
project management plan and the business continuity plan. The document management plan will include all related
policies and procedures.
Document management plans are usually created by IT professionals or consultants who have knowledge in this area.
However, it is also possible for non-IT professionals to create a document management plan for their organization.
It starts with identifying the types of documents in your organization, who has access to these documents, how they are
stored and retrieved, and how long they should be retained.
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Step 1: Identify the types of documents in your organization:- Month-end reports- Training manuals- HR records (e.g.
paystubs, personnel files)- Employee departure letters or termination notices – Service level agreements- Warranty
certificates- Health records.
Step 2: Identify who has access to these documents:- The employee team for training manuals- Employees for HR files,
service level agreements, termination letters, and health records- Contract Manager for warranty certificates, and
month-end reports at the end of each month.
Step 3: Identify how documents are stored and retrieved:- In paper form in cabinets that are locked- On a private cloud
within certain intranet websites- On a SharePoint site accessible to employees- In an online database (e.g. Microsoft
Access) with access available via web browser, web app, or mobile app.
Step 4: Conduct a risk assessment for these documents. Information that could be considered a threat, such as
termination notices, personal information, health records, and paystubs is likely to require an additional level of security.
beyond what is required for other documents.
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Step 5: Identify additional security controls (e.g. data protection, encryption, firewalls) to implement to protect these
documents.
Step 6: Create document management policies: Document management policies are vital for companies that want to
share or collaborate on documents. These policies detail what should happen when someone creates a document, who
has access, and how these documents are stored. They ensure that the company is compliant with the legislation and
can also help to mitigate risks by providing clear documentation.
Step 7: Get rid of unnecessary documents: You should now have a list of documents that you no longer need. Find
ways to dispose of them and get rid of them in a responsible way.
Step 8: Define a document retention plan for different types of documents: Your company has many different types of
documents. Some are classified as business records, some as financial records, and others as legal records. You need
to periodically purge these documents from your electronic storage.
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A document retention plan is a set of policies that define how to keep and maintain essential documents in a business.
Step 9: Define document management best practices: Document management best practices define the steps that
should be taken to ensure that documents are being properly managed and archived. They are essential for any
organization to make sure that important documents are not lost in the shuffle.
Key Points to Include in Your Plan
The paper-based document management plan should include:
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A step-by-step process for how the company will manage documents in general.
Where to store paper documents.
Who is responsible for managing paper documents as they walk out of the door at the end of their day?
How often the company will go through and sort paper documents to find duplicates, surplus, or outdated
documents?
The process for disposing of paper documents when they have reached their expiration date or will no longer be
needed.
How to find and use donated documents that are in good condition.
The digital document management plan should include:
A summary of your organization’s vision and goals

A description of how you view current technology issues that affect document management
An overview of the challenges the organization faces in digital document management and the current level of
adoption
The types of documents that your organization handles
A list of desired outcomes for digital document management
A well-written document management plan will help you to avoid problems, such as:
Document overflow
Mismanagement of documents
Paperwork overload
Document loss
Misuse of resources
How to Put Your Document Management Plan into Action
The document management plan provides a clear outline of the steps and timeframes for each task. It also includes
some helpful tips and tricks for the process.
Some of the most common tasks include: creating a digital asset library, implementing an electronic workflow, creating
an information governance policy, and implementing an enterprise content management system.
Some of the steps in the implementation process are:
Create a list of key documents

Create a list of departments or groups that have responsibility for managing documents
Create a list of locations where documents should be stored
Create a document inventory system that includes all types of information about each document
Document Management
What is Records Management Implementation Plan?
What is Information Governance Strategy: The Ultimate Guide
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10/17/23, 2:32 PM Document Management Plan: The Complete Guide

Document Management Plan: The Complete Guide

WRIT T E N BY HAISA M ABDEL MALAK

Spread The Love

What is a Document Management Plan?

It includes the following:

Different Types of Document Management Plans

How to Create a Document Management Plan

policies and procedures.

Key Points to Include in Your Plan

The paper-based document management plan should include:

The digital document management plan should include:

A summary of your organization’s vision and goals

How to Put Your Document Management Plan into Action

Some of the steps in the implementation process are:

Create a list of key documents

What is Records Management Implementation Plan?

What is Information Governance Strategy: The Ultimate Guide

Reach out to us for sponsorship opportunities

© 2023 The ECM Consultant, Barbour street,

Al Arz building, ground floor, Beirut, Lebanon

Privacy Policy Advertise With Us

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