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advancements over the years, many businesses are relying on outdated methods.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from outdated or poorly structured document management systems.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 Fact; an outdated DMS severely damages your team’s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
Intellect IT takes responsibility for your IT and communications infrastructure so you can focus on your business.