How can an enterprise conduct document processing in full order and with minimal time costs?

The speed of passing the document through all stages and responsible performers depends on the correct and rational organization of the electronic document flow, and, as a result, the speed of solving the issue stipulated in it.

It is important for any enterprise (or group) to structure its "papers" even at the stage of transition to EDO. If you have not paid attention to this issue before, we recommend that you do so right now. Following simple tips, you can immediately feel the result:

• ease of work and preparation of contracts;

• quick search and access to the desired document;
• ease of making edits and adjustments.

How can an enterprise or a group of enterprises manage the document flow of contracts, acts, letters and other documents in a complete order and with minimal time costs?

5 life hacks for document management from InstaDoc:

1. It is advisable to store contracts, agreements, acts, etc. in electronic form in several versions at the same time:

• final version for signing (in the Word program);

• a document signed by one of the parties to the agreement (scan or from the CEP);

• a fully signed document (scan or from the KEP).

In InstaDoc, when generating documents, all three versions are saved automatically.

2. To minimize the time of searching for the required "document", create the following folders for the enterprise:

• "1. Founding documents" where you place the standard package, create a separate folder "Beneficiary(s)" and "Founder(s)";
• "2. Commercial contracts" include agreements between the enterprise and customers, that is, persons to whom goods / services are sold;
• "3. Operating contracts", which include mutual obligations with contractors, various specialists (accountants, lawyers), third-party consultants, lessors or tenants, etc.;
• "4. Investment activity" includes "documents" on financial assistance, purchase and sale of corporate rights, promissory notes, transactions regarding other investment assets, etc.;
• " 5. Incoming correspondence" and "6. Outgoing correspondence";
• "7. Banks" is intended for storing bank documents for opening accounts, for example, in various forms;
• "8. Employment contracts", here you can define a separate folder "Confidentiality Agreement";
• "9. Reporting" (financial reporting and other specific for each type of economic activity).

In InstaDoc, you can assign categories to documents, sort, filter documents by various attributes, you can also save documents not only generated or signed in InstaDoc, but also scans and documents signed in other systems, which allows you to configure working with documents as conveniently as possible.

3. Prepare in advance the templates of documents that are most often used, and later - in all directions. By using our service, you get access to a database of ready-made templates, and you can also use the designer to create your own.

4. Keep a register of counterparties, upload KYC documents of counterparties (statements, charters, etc.) directly to the profile of the counterparty , for the convenience of using them in the further activities of the enterprise, this will also be an argument for the inspectors that you have honestly checked your counterparty.

5. Name the document files according to the algorithm:

Names of the parties to the transaction in capital letters (capslock) (for example, " SMT LLC - MBK LLC"): name of the contract (essence): number and date of the contract: name of the document (act, contract, agreement), number and date of the document: specifics of the transaction, such as rule, volume, price, if the terms are important, then we specify them as well (for example, "sand 3 tons 50 dollars December 20").

As a result, the contract, specification and act files will have the following names:

LLC SMT - LLC MBK Dog Delivery 17-12 171220

LLC SMT - LLC MBK Dog deliveries 17-12 171220 special 1 181220 sand 3t 50 dollars December 20

LLC SMT - LLC MBK Dog deliveries 17-12 171220 special 1 181220 Act 1 311220 sand 3t 50 dollars December 20

This file name structure will allow you to quickly work with downloaded files, without having to open them every time to view the content.

Thus, any document you have will be prepared on time and without much effort, you can easily return to editing it, create a similar one, or quickly find the original.