Email as a document-sharing method can cause a lot of problems. People end up wasting time trying to find the right email, and risk not sending it to everyone who should contribute, says Seiwald. Email also can't accommodate large file sizes, which means that businesses might share large files in one place and small files in another, creating potential content chaos.

"Use email for conversations about a document," . "But don't use it as a document management option."

Don't label documents "new" or "final," as they are never really new or final for long."You'll end up with file names like: 'sales_presentation_final_draft8_sally_reallyFINAL' and nobody can understand that,"

Instead, adopting a company-wide naming scheme that uses version numbers or dates...