Seventy two per cent of companies say it’s harder to find information they own than information they don’t.
Seventy two per cent of companies say it’s harder to find information they own than information they don’t. In many cases it looks as if employees are spending more time looking for documents than they do working on them.
No business wants to waste time, but what about the other risks to people spending valuable time searching through multiple sources to find the information or documents they need? Organisations without document management systems in place find that employees develop unofficial ad hoc systems to manage and locate documents.
Risk of in-house document management systems
An organisation’s employees may have developed shortcuts for finding and managing documents, but this can cause confusion if there is no overarching format and no checks to make sure documents are compliant with policy. If an amendment, approval and publishing process is not applied correctly, it can impact on resources, effectiveness and quality. Document storage scare stories are also all too frequent, with tales of filing boxes taking over office space, impacting on other business needs and impinging on employee safety.
Document management solutions
Many organisations assume that solutions to document management are outside their priorities or that they are too small to make document management work for them. The reality is that if knowledge workers spend 35% of their time searching for information, more than a third of their productivity is affected by lack of document management solutions. The benefits of managing documents offsite, such as storing and scanning large volumes of documents, can provide opportunities for improving business productivity and effectiveness:
Offsite storage can free up valuable office space for more profitable activity.
Compliance and managing risk
Assessing security risk and ensuring document management is compliant; reducing the chances of legal problems, information ending up in the wrong hands or losing irreplaceable data through break-ins or floods.
Access to documents
Document scanning services can yield reductions in digital conversion costs meaning that time’s saved and employees can find scanned documents quickly and easily and the correct version of the document is scanned and accessible.
Control and cost management
Focusing solutions on business priorities, refining processes, maximising profitability and crucially establishing competitive advantage by improving service to internal and external customers.
How essential is document scanning, management and storage?
Many successful businesses do not have document management systems, but should they? Evidence shows businesses would become more effective and profitable if they put a document management project in place.
Useful links and sources:
- The Association for Information and Image Management
- International Data Corporation:
- Iron Mountain, 2011 winners of Document Manager (DM) award in the BPO/outsourcing business category:
- Wikipedia Document management
See also: Business plans key to business success