You are above to leave from office and suddenly an e-mail from your Manager requesting the latest version of a critical policy document he urgently needs for a meeting arrives.
You think you will easily find it on your company’s document share drive. You begin by looking in the likely places starting with your department folder you think it should be in – no luck. No problem, you will just use the search box to find the document, typing in a predictable title. There are plenty of document matches for your search but you know that not one is the document you seek.
We’ve all been there, as intuitively as we think we have organized our company “shared” network folders, documents get lost and with cheap storage available everything is saved at multiple storage devices adding more chaos. Most of the time we are neglecting to archive or delete outdated version of documents, images, files, assets, etc. or employees orchestrating confusing naming scheme for the folder structure
To summarize, This inorganic process is not working for your company and it is costing you.
The electronic documents that are the very lifeblood of the modern business are all too often taken for granted. Efficient Document management has long been ignored by many companies.
Have you considered the expenses that you incur on a daily basis as outlined below?
- Time and effort wasted in locating documents amounts to a lot more than one would think. Recent research has indicated that nearly 10% of an average office worker’s day is spent trying to locate existing information and documents.
- Redundant effort necessitated because it’s believed that it is often easier to recreate something than it would be to try to find it.
- Time and effort involved in figuring out who has the latest version of a document, and recovering when various revisions overwrite each other.
- Unnecessary usage of network storage devices and network bandwidth, because the documents are dispersed everywhere across the enterprise, rather than centralized.
Have you thought about the following Risks?
- Security is applied haphazardly at best, which exposes important information to scrutiny by potentially inappropriate people.
- Critical documents are stored — often exclusively — on laptop computers that could be lost, stolen, or damaged at any time.
- Documents stored centrally on Windows network drives, once deleted, do not go into a recycle bin as commonly believed. They simply disappear, and must be restored slowly from tape backups (if you’re lucky enough to have those).
- No record exists of precisely who has viewed and/or edited a document. It’s therefore impossible to audit a business process to uncover mistakes or inefficiencies.
Talk to our Document Management Specialist about how you can vastly improve your efficiency in managing your business documents.