Some say there’s only one constant in this world: change. Others will tell you there’s at least one more to contend with, the paperwork and documentation that constant changes will generate. Just about every business has a method for document management. But regardless of the technological advancements over the years, many businesses are relying on outdated methods.
Modern document management technology consists of software and/or hardware capable of converting your physical documents into digital information. A good solution will help you avoid some of the difficulties caused from outdated or poorly structured document management systems.
Here’s the top 5:
1. Finding the Right Document
If you can’t find it when you want it, then your document management system (DMS) isn’t doing its job. A quality DMS keeps your files are organised and easily accessible. It also features a good search function.
2. File Versioning
How many times have you had employees working on the wrong version of a document? According to a 2013 survey by Harris Interactive, 83% of knowledge workers in the US and UK lose time every day to versioning issues. Half of those surveyed had sent the wrong version of a document to a client. 57% were often confused about if they were working on the right version.
A quality DMS doesn’t have this problem. These systems readily display when a document was changed, by who, and what changes they made. Very easy to know if you’re working on the most up-to-date version. Similarly, you can read through older copies in case you need to find items that didn’t make it into later versions.
3. Merging Documents Manually
Again, according to the Harris Interactive survey, 56% of knowledge workers had to manually merge different versions of documents. They lost time cross-referencing between versions, looking for changes made in one copy but not the other. A good DMS avoids this issue entirely, by automatically merging document versions.
4. Low Productivity
As previously stated 4 out of every 5 knowledge workers lose time through manual versioning problems. But 3 out of 4 employees lose time simply looking for files. Fact; an outdated DMS severely damages your team’s productivity. Using a quality DMS on the other hand, will save your business from unnecessary productivity losses.
5. Employee Frustration
A second rate DMS does more than reduce your productivity, it can also create dissatisfaction and tension in the workplace. Some employees become so frustrated with a bad DMS they’ve been overheard yelling at their computers. Many workers state that working with a poor DMS is more frustrating than losing their keys. A majority of them said they would rather work on a weekend than deal with these less than helpful systems.
A quality DMS avoids these difficulties by simplifying the ways your staff handle documents. By allowing your business to rely on digital documents instead of physical ones, a good DMS can cut business costs and boost productivity. Want to learn more? Call us about upgrading your document management system.