1. Involvement of management The involvement of management in a project of this kind is essential because it always involves changes in corporate culture, the procedures and very often in their own organizational structure. Attempting to carry out a project to improve the management of the documentation without a clear and direct involvement of management may bring small improvements, but they rarely represent a significant improvement in the organization.
2. Understand the organization and have a broad view of the environment in which it operates Documentation is a clear reflection of the activity of an organization and, therefore, to carry out any improvement project documentation management is forced understand.
involves knowing its mission, objectives, priorities, their key business processes, legal and regulatory environment in which it operates , etc.
A project to improve management of the documentation should address in detail the workflow and procedures and take into account the roles of various people involved in them.
But in addition to "the organization" is needed
knowledge of the environment, macroeconomic and microeconomic data, market trends, competition ... 3. Add vision and expertise. Teamwork isolated work has no place in a draft document management . It depends on each organization to decide who should be part of a team. The department responsible for document management, record or file, quality, technology, organization, human resources management are the most common, and are multidisciplinary teams with which you may get better results in less time.
is essential to advance the involvement of individual profiles within the organization: the "High Noon" becomes really dangerous and, above all, inefficient.
4. Allocation of responsibilities The fact of carrying out a team does not imply that there should be allocation of responsibilities clear. Depending on the size of the organization, these should be at different levels: a global head of document management and also, for example, responsible department. A key aspect is that each worker is aware of its responsibility to documents generated or received.
A project that has undefined activities or tasks without specific assignment of responsibilities global needs reconsideration.
5. Training A draft document management necessarily involves spending hours to train staff in new procedures and working patterns and, ultimately, technological tools can be implemented. It is essential that people in the organization understand and feel "comfortable" in the new procedures. Training contributes greatly to overcome "resistance to change" that often occur.
addition to training must ensure the support and personal support for questions or difficulties which usually face the first few weeks.
6. Corporate culture. Communication For a document management system to be truly effective there must be a culture oriented to share . Create and establishes guidelines designed to break the "silos" and compartments. Communication plays an important role here and that should serve to provide an overview of the benefits to going beyond the scope itself. Define and specify a corporate policy and that staff as a whole is assumed, is not a trivial issue.
changes in organizations people do. Without them, without their complicity, without their involvement, a document management project may end up stalling. One aspect that is often not sufficiently take into account the diverse realities of the people in the organization in terms of skills and attitudes. What may have worked in an organization need not also operate positively in another.
7. management tools
In a document management system using instruments such as league tables, the retention and disposal schedules, metadata vocabularies, etc. These tools, traditionally used to manage paper documents, have been modified to fit the new reality of electronic documentation.
must avoid a common mistake and is to implement a document management software without making a decision with functional requirements consider the use of a classification, a taxonomy, metadata models to apply, etc. MoReq2 (Model Requirements for the management of electronic records) http://cepymearagon.blogspot.com/2008/10/normas-para-la-gestin-de-archivos-v.html is an important benchmark because it establishes the requirements to follow any document management program.
Also, avoid making an application mimetic schemes "classical" training linked to files or documentation. Often the "best" does not fit the organizational culture or what the direction of the company and the people expect. It is therefore necessary question what can be learned theoretical basis.
8. A global project. Small advances Conduct a document management project in any organization takes time. That is why
need to, once designed and framed the overall project, its benefits, results, etc .-
phased move forward especially in those departments or areas with the most proactive, they can act as a reference for others.
a planning is important to allow small initial gains, producing a positive view on the organization, because it triggers good conditions and a predisposition to subsequent stages and developments.
9. Solve the problems of today. Anticipating tomorrow A document management project must first respond to the challenges and dysfunctions of the organization today.
The results, the benefits must be clear and should be able to quantify . If there is something that organizations demand, especially in times of crisis and difficulties, is to improve efficiency and, in this respect, proper documentation management, and therefore corporate knowledge is a key aspect that can provide short-term benefits. But
there is
indispensable think "tomorrow" , clearly identifying the system's risks and sustainability. Especially on issues such as preservation, we must be extremely careful and rigorous to propose initiatives to be viable over time.
10. Regulatory framework Beyond legal and regulatory framework in which the organization operates, to design a document management system is essential to remember the specific document management standards such as EN 15489 UNE-ISO/TR management
Document or ISO 30300 approval phase, which will allow certify the management system documentation for an organization.
Javier Ferrer, Zapatero and Zuazo 
