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When you’re working with documents, you face numerous potential pitfalls. When you’re trying collaborate with a team who’s working remotely, or collaborating on an internal project, the right tools are required to ensure that everything runs smoothly.

Finding missing files is among the most frustrating problems when working with documents. It’s a problem that can be avoided with a bit of planning and documentation.

If you’re using the appropriate tools, it’s easy to make sure that everyone has access to most important files. You can do this by enabling document controls for different groups. You can assign permissions so that contributors can edit content while readers only access it, for instance.

Documentation is a vital element for any business. It’s nearly impossible to operate an enterprise without it. It’s crucial to ensure that all of the relevant information is recorded. Tossing sloppy outlines on paper or muddled speculative ideas together won’t suffice.

Effective documentation will collect all of the must-know information (from logins to account details to step-by-step instructions) in a centralized and well-organized place. All the information you need will be in one place, and easily accessible, rather than scattered on your hard drive, emails or downloaded files. This will save you precious time that would otherwise be spent chasing down files.