Why your Company needs Document Management...
- Do your staff waste time looking for documents? By one recent estimate, 15% of all documents are misplaced, and in some environments up to 30% of the workday is spent searching for information.
- Knowledge is King. The information you possess - information you've paid to create - represents a huge potential competitive advantage. But the competitive advantage disappears if people can't get to the right information at the moment they need it.
- Document management systems address three major problems: organisation, control and access of information. This will help you to avoid "invisible data".
Every year the amount of information you own soars...yet again. The information you possess - information you've paid to create - represents a huge potential competitive advantage. But that competitive advantage disappears if people can't get to the right information at the moment they need it.
In too many organisations, that is still not possible. By one recent estimate, 15% of all documents are misplaced, and in some environments up to 30% of the workday is spent searching for information. The fact is, when it comes to finding what you're looking for, all too often today's shared hard drives, intranets, and even emails might as well be "electronic landfills".
Without effective, coherent ways of managing their documents, organizations find it harder than it should be to address problems like document retention and compliance. Perhaps worst of all, businesses miss opportunities - either because they can't identify them, or because they can't respond quickly enough.
Document Management is the solution.
More than documents: companies and people
Document Management is not just about documents: it's about companies and people. It brings together all of a company's sources of knowledge, including relevant email communications and scanned paper documents, in addition to the usual word processing documents and spreadsheets - potentially, anything that can be stored as a file.
It starts from the premise that the content you create - in whatever form - is a key organisational asset. It should be easily accessible to anyone on your team who needs it, and has the authority to see it....and inaccessible to anyone who doesn't.
Your content should never become "invisible" - and hence, useless - when its creator leaves the organisation, or goes on holidays, or simply doesn't want to share. Properly implemented, document management makes sure that just won't happen.
Studies suggest that 80% of a company's knowledge is stored as unstructured data. By helping you impart structure to this knowledge, document management systems address three major problems: organisation, control and access.
Enhancing Organisation, Control, and AccessWhen you choose an advanced document management system such as Worldox, you can quickly and painlessly profile your new information in ways that make it accessible exactly when and where it's needed. Your options for profiling and organising documents are virtually infinite.
These high-level categories are just the beginning: once you've organised your system and started to profile your documents, your people can get at knowledge in all kinds of new ways. With everyone following the same consistent, enforced rules, crucial documents that were previously lost now consistently appear when they're searched.
Document Management typically gives companies far stronger control over document security and access. Confidential documents can be made available only to the people who need to see them, whether they're in accounting, HR, or those who are responsible for confidential matters. By defining who can access which kinds of documents, document management systems avoid the problems that arise when you depend on simple document password protection.
Many document management systems also make it easy to set up boilerplate libraries for storing commonly-used forms and basic documents: Another time saver!