Documents are an important part of any business. It preserves key knowledge, facilitates better decisions, reduces the chance of error, encourages innovation and encourages culture of constant learning.
A good system for document management will help you to organize your documents and streamline them so that they are easy to access when needed. It will ensure you are always on top of any changes, and all the information within your documents remains accurate and current.
Formal documentation is standardized and follows certain conventions. This includes financial records such as employee reviews, contracts, and regulations.
Informal documentation is dataescape.com/data-security-issues-and-virtual-board-room-for-directors/ any form of documentation that does not adhere to formal guidelines and conventions. This can include emails as well as notes from meetings, memos and songs.
Create a template to save yourself time when creating documents. Templates can be designed for a variety file types and formats including Word documents, spreadsheets and presentations.
The best template allows for multiple people working on a document simultaneously. This means that multiple people can work on a document simultaneously. The version history shows who made which changes.
Keeping documentation organized will save you and your team both time and money. You will have easy access and can prevent rework and waste of resources if a project is not completed correctly or on time.
Author: Nancy Proctor
Nancy Proctor is Chief Strategy Officer and founding Executive Director of The Peale, Baltimore's Community Museum, based in the first purpose-built museum in the U.S. Previously, Nancy was Deputy Director of Digital Experience and Communications at the Baltimore Museum of Art (2014-2016), Head of Mobile Strategy and Initiatives at the Smithsonian Institution (2010-2014), and Head of New Media Initiatives at the Smithsonian's American Art Museum (2008-2010). With a PhD in American art history and a background in filmmaking, curation and feminist theory and criticism in the arts, Nancy lectures and publishes widely on technology and innovation in museums, in French and Italian as well as English. She edited Mobile Apps for Museums: The AAM Guide to Planning and Strategy in 2010, and coordinated the publication of Inclusive Digital Interactives: Best Practices + Research for MuseWeb with Access Smithsonian and the Institute for Human Centered Design in 2020. Nancy served as Co-chair of the international MuseWeb (formerly Museums and the Web) Conferences with Rich Cherry, and edited its annual proceedings from 2012-2020.
Nancy created her first online exhibition in 1995 and went on to publish the New Art CD-ROM and website of contemporary art – a first in the UK – in 1996. She co-founded TheGalleryChannel.com in 1998 with Titus Bicknell to present virtual tours of innovative exhibitions alongside comprehensive global museum and gallery listings. TheGalleryChannel was later acquired by Antenna Audio, where Nancy led New Product Development from 2000-2008, introducing the company’s multimedia, sign language, downloadable, podcast and cellphone tours. She also directed Antenna’s sales in France from 2006-2007, and was part of the Travel Channel’s product development team 2007-2008.
As program chair Nancy led the development of the Museums Computer Network (MCN) conference programs 2010-2011, and co-organized the Tate Handheld conference 2008 & 2010 with Jane Burton. She started the MuseumMobile wiki and podcast series in 2008, was Digital Editor of Curator: The Museum Journal from 2009-2014, and is now on the Journal's editorial board, as well as on the Board of Directors of the Omnimuseum Project.
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