Document management is an important part of any business--and while systems and solutions are often the focus, there's not much discussion of "bugs in the system." Today, we're analyzing what could go wrong with document management and what that means for you.
Common Document Management Complaints
When discussing document management, it's often helpful to think of any solution you have--whether a single tool or an entire, comprehensive system--as your "document management approach." This means that, even if you're not doing much to manage your files, that itself is your document management system. By thinking about files in this manner, you're making sure you never feel as though you're starting at square one--which, in turn, frees you up to make improvements with more confidence.
However, in order for this approach to work, you need to know how your existing system could fail. Here are a few common complaints about unstructured or half-completed document management systems:
- They aren't saving time.
Ideally, document management should cut unnecessary steps out of your workflow and make it simpler, quicker, and more effective to do daily tasks. Some systems even offer automation. If wasted time is a common complaint, you know your document management system isn't addressing real pain points in your workplace.
- They're wasteful.
In some cases, the pursuit of environmentally friendly solutions can inadvertently lead to even more waste. When a document management approach is accused of being wasteful, that means its solutions and guidelines are likely inefficient, causing users to come up with their own, less environmentally friendly approaches. The key is to leverage your document management system in a way that balances environmental friendliness with user-friendliness and efficiency.
- They don't make data accessible.
If a document management system is failing to make data accessible, the chances are high that the organization is to blame. Files without naming conventions can be just as difficult to navigate as filing cabinets; as such, it's often helpful to review your organizational techniques and make sure data accessibility is a top priority.
Whether you have a full document management system or a few piecemeal solutions, it's important to understand that every decision you make about your files is part of your document management approach. The good news is that no approach really starts at square one; there are always tools and solutions available to help you capitalize on all the things you're doing right.
Looking for guidance with your document management system? Contact us today for all the help you need.