By Karalynn Cromeens, Cromeens Law Firm, PLLC

When you’re running a business, there’s a lot of documentation involved. Invoices, contracts, blueprints, and permits. There’s a lot to keep track of. In the past, this was done with paper and filing cabinets, but nowadays, we have digital databases to help keep better track of all the documents needed for day-to-day operations of business.

But even then, it’s still pretty easy for your databases to become a mess of files with no rhyme or reason to its organization. This can be frustrating at best and legally dangerous at worst because if you run into any legal issues, being able to produce documentation quickly is important.

So here’s a few tips I can give business owners to whip their document management into better shape.

Centralize Data

“Oh this is in here, but that is in there.” Businesses have these kinds of conversations all the time and it makes me want to swoop in and help them. Managing your documents is a lot like managing your closet: It’s a lot easier if you know where everything is. So don’t have 5 different places where you store your data. Instead, pick one robust database to house all your important documents. This will make it easier for you as well as for others to be able to quickly find what they need when they need it.

It takes a lot longer to get dressed in the morning if you have your clothes scattered all over the house. The same principle applies to document management. So save yourself the headache and centralize your data.

Make Documents Accessible Anywhere and to Anyone (Within Reason)

In construction, there’s two primary places people work: in the office and on the job. So you’re going to want a document management system that acknowledges that unique aspect of the industry. Having a digital platform that you can access from anywhere can allow any party who needs to to be able to access the important and pertinent information to a specific job regardless of what they’re currently doing. This is a big change from the pre-digital construction world where all the important papers had to be kept at the office.

Digital databases streamline efforts by allowing you to access them anywhere. If you have organized, centralized, and accessible documentation and data, needing to refer back to a specific document doesn’t have to take time away from a job.

Still, cybersecurity is a real risk and you’ll want to be sure that when choosing a system to go with that you’re properly vetting it.

Optimize Workflows

Once you have a system in place, the next step is creating standards and practices for the information in it to be updated, dispersed, reviewed and approved, etc.

If you have many different software applications, this part can be pretty difficult and cause even more confusion than the digital database was meant to solve.

Along with the rest of this process, you want to make it known clearly and plainly how the system is and will work. Who will be doing the updating? With what frequency? Will there be a notification letting people know and if so where should they look? Optimizing your workflows will account for all of these details and help everyone understand how the backbone of your business operates.

I know, it can be tempting to want to keep documentation to yourself and in your own personal organization, but it’s important that the proper stakeholders have access to the information they need when they need it, and that others know who to turn to with questions about that information. It also keeps you accountable to a system of organization so that your important files don’t fall into “organized chaos”.

As owner, you’re just one person and your focus needs to be on growing the business, not gatekeeping information to keep a hold on day-to-day operation. A good document management system will allow you to do the one thing that every growing business owner needs to focus on: delegating work to focus yourself where you’re most needed.

About the author:

With more than 18 years of experience in construction and real estate law, Karalynn Cromeens has filed more than a thousand lawsuits to foreclose or remove mechanics liens successfully. Her family also owns a material supply company, providing Karalynn first-hand knowledge of the construction industry. This personal understanding, combined with her extensive legal experience, guides The Cromeens Law Firm’s true purpose— To protect and defend all that you have worked hard for and be your partner in business. She is also a best-selling author and podcast host for Quit Getting Screwed.