Common Document Management Problems & how to avoid them

1. Common Document Management Problems & how to avoid them? Document management refers to software designed to store and access documents or as a broad term that covers paper document management. Document management is about keeping your business running smoothly, searching (and filing) paperwork, and allocating time for more important tasks. However, the document management system is not optimal. These simple document management issues may be familiar to anyone who has worked in an office environment — but what can you do to prevent them? Lost documents 7.5% of all business documents are lost — and never found. The time spent searching, the privilege of replacing a lost document. Think about how much more productive that time would be if the document were quicker. Reducing the percentage of lost paperwork should be done through better staff training and more rigorous procedures. Make it a company rule to limit the number of people who have access to files and to refill

2. documents at the end of each working day so that documents are not buried on employee desks. Electronic documents can also be ‘lost’ if they are not in the correct folder. In these situations, the use of well-configured headers and tags means that a quick search query should quickly locate the missing file. Again, it is important for staff to know how your file hierarchy works and how to format titles so that they can search easily. Broken systems A section uses a file structure. Another uses specialist software to manage documents. The other files some documents in cabinets and others in cyberspace. Each of these systems gives the right meaning to ordinary users, but when someone changes sections or must retrieve a document from each other, there is a problem. Taking a unified approach to document management throughout your business (including multiple sites) will prevent this confusion — and, if you decide to opt for a cloud-based solution, staff will be able to access documents from all locations. User errors You cannot remove all human errors from your document management system. Even if you try to automate as many processes as possible, some users will make mistakes, label documents incorrectly, or fail to fully understand the system. Training is the best solution here, but don’t limit it to new appointments give staff a refresher course or reminder email every 9– 12 months or if you find the system is not being used properly. If your staff is struggling, the software can be a problem. Talk to your account administrator for solutions or, if necessary, look for alternatives with a user-friendly interface.

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