Document management: five problems solved
1. Can’t find what you’re looking for?
You thought you knew where that document was, but now you need it you can’t find it. Sound familiar? If it does, your document management system isn’t doing its job properly. A quality system will not only help you to organise your files and find them, it will have an effective document search function.
2. Right document, wrong version?
According to market research firm Harris Interactive, in 2013, 83% of workers in the UK and US lost time daily due to versioning issues. More than half were confused about which version of a document to use, and almost half had sent the wrong version of a document to a manager, peer or customer.
It’s clear, time is lost because of version control. But reputation is lost too.
Those companies with a quality document management system in place can see, at a glance, when a document is changed and who made the changes. Employees feel confident they are working on the most up-to-date version. Plus managers and employees have the ability to browse previous versions.
3. Manual merging getting you down?
The same Harris Interactive survey discovered that 56% of workers manually merged different document versions. Errors were made. Valuable time was lost looking for changes. A good document management system will automatically mange the merging for you.
4. Productivity lost – what’s the cost?
Whether it’s lost documents or version control, workers are spending valuable time doing what a quality document management system will automatically do. Their actions impact on their productivity and they cost your company’s bottom line.
5. Feeling the frustration?
Small things can add up to big problems. The frustrations a poor document management system can deliver can grow into a dissatisfied workplace.
Ever seen anyone in your workplace yell at their computer? If you have, you can probably thank your document management system for it. They say, a poor document management system can deliver more frustration that locking your keys in your car. Others say working on weekends is better than dealing with the frustration.
One easy solution
Change the way your employees handle documents and make your workplace a better place to be with the right document management system. You’ll also cut costs and boost productivity.
For advice and information on the right system for your workplace, talk to Surety IT.
About the Author
Geoff Stewart is a highly experienced and skilled Technology Director at Surety IT. His knowledge is based on years of industry experience having created customised, stable, well performing systems both for multi-national companies in the UK and Australia and Surety IT customers.
Surety IT can help you create the right system to enhance your business, ensuring you know how it is right for you and how to use it. We will tailor a solution to suit your needs with leading systems, local support and more, building your vision for a more flexible and capable business.