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Managing and processing various document formats can be difficult without a proper system at hand. Moreover, the struggle of finding misplaced documents is real and time-consuming. Considering the said problems, this article educates you about the effective and easy management and processing of your documents irrespective of their types. Read it till the end to grab the possible solutions and discover how ComplyNexus stands out among them to wipe away your worries.

How To Manage and Process Different Document Formats Easily?

You can manage and process different document formats easily by following the best practices for file management, creating your own document management system, or using ComplyNexus to handle different types of files in one safe, secure, and user-friendly system.

Follow the Best Practices

Following the best practices for effective document management ensures that your files are well-organized, don’t get misplaced, and are found easily when needed.

According to Glean, employed Americans spend, on average, at least 2 hours a day or 25% of their workweek looking for documents.

Here you go with the tips that you’ll be grateful to have come across:

• Never save extra or unnecessary documents.
• Categorize your files as completed and in-process.
• Name your files and folders in a highly identifiable manner.
• Keep all the files belonging to a single project in one folder.
• Include the date of creation/completion in the document title.
• Divide large folders or subfolders into smaller, manageable, and scannable ones.

Create Your Own Document Management System

If following the best practices for document management doesn’t seem to be enough to manage your stack of documents, creating an efficient document management system might help you out. However, the process won’t be quick and easy. But if you are all prepared to give it your time and put in the required effort, here are the important steps:

1. Identify your purpose or goal for document management.
2. Determine its possible users and use cases.
3. Think about the features that you need.
4. Consider the type, category, and lifecycle of the documents.
5. Create a filing structure that is both scalable and scannable.
6. Set user roles and access permissions.

Let ComplyNexus Handle the Different File Formats

Winning over the above-stated solutions, ComplyNexus steps in as an efficient document management system when it comes to handling varied file formats. It cuts down your hustle of following the best practices or creating your own document management system from scratch.

You can trust it to manage the files with formats that aren’t limited to:

• Portable Document Format (PDF)
• Word Document (DOC and DOCX)
• Microsoft Excel Spreadsheet File (XLS and XLXS)
• Google Document
• Google Spreadsheet
• Dropbox Paper
• HyperText Markup Language (HTML)
• Text File (TXT)

Thus, choosing ComplyNexus gives you complete control over the types of documents you create and use while freeing you up from the stress of managing them.

Single Format Vs. Varied Format Documents: What’s Better?

Using documents with varied formats is better than sticking to a single file format for your entire stack of documents. This is because different formats are used for different purposes. For example, you can’t perform calculations in MS Word and write a blog in MS Excel or vice versa.

Thus, forcing your content and information to fit a single file format won’t be an ideal choice. It will never ease your document management process. Moreover, it will disrupt the readability and understandability of your information.

Based on the above details, storing your information in different and appropriate file formats and using ComplyNexus for document management can help you leverage various file formats without having to deal with document management problems.

FAQs

Why Is Document Management Important?

Document management is important because it enhances the productivity of the employees by ensuring easy and quick access to the documents. Consequently, it improves the efficiency of your business tasks.

Should You Categorize the Documents Based on Their Format?

No, you shouldn’t categorize the documents based on their format. Instead of that, you should go for a logical categorization of your documents – based on their purpose, or their content’s relevance with each other.

What Makes an Efficient Document Management System?

The ability to securely store, easily search, and quickly retrieve documents from a collection of documents with multiple file formats makes an efficient document management system. ComplyNexus fits the given criterion perfectly.

Conclusion

Managing and processing multiple document formats isn’t challenging anymore. With the right management strategies and system, you can get rid of all the stress and mess created by unorganized documents. Please get the recap of this article through the following list:

• Implement the best practices for document management.
• Create your document management system.
• Use ComplyNexus as an all-in-one document management system.
• Converting your documents to a particular file format won’t simplify the process of managing your documents.

Save yourself from the hustle of consistently naming and organizing the documents with ComplyNexus. Let it be your partner when documents with varied formats become unmanageable.