Do you have a DOCUMENT MANAGEMENT SYSTEM that is working for you? If not, then it’s time to see what the DOCUMENT MANAGEMENT SYSTEM can do for your business! DOCUMENT MANAGEMENT SYSTEM are designed to help businesses organize and manage their documents. It provides security and ensures these files will be maintained over time. This blog post discusses how DOCUMENT STORAGE can make a huge difference in your business!
It’s likely that managing documents will take up a significant amount of time and effort for you and your staff. So, it’s only natural that the services you use should be simple to administer, able to keep all of your business papers and files organized, and provide secure access from anywhere at any time.
1 – It’s difficult to keep track of all the folders.
If you’re not already utilizing a Productivity Management System, you’re almost certainly using a computer with its file manager to store & manage your documents. Many companies maintain a separate folder for each customer. This is a smart strategy. The files within these subfolders will begin to vary in topic and may not be organized in a hierarchical manner. A user’s browser will not be able to identify the location of files stored in numerous ‘client folders.’ This will result in significant time being lost.
2 – There are no limits to the number of files and formats that exist.
When an organization is formed, the number of documents it must handle and manage grows, and as the organization expands, the amount of papers increases. To an extent, a system will be required to keep track of all these records once they’ve piled up.
3 – Duplicate names on documents
Businesses frequently use file naming standards. This procedure is designed to make it easier to identify files and discover where they are located on a file server. However, this implies that you must know the file name precisely in order to locate it. This is a highly accurate search technique that isn’t appropriate for generic searches with unknown file names! It also neglects emails, which are the most common type of business client communication saved!
4 – Duplication of data
Duplication of files is a typical issue for many organizations. Different users can effortlessly access and save the same documents. A technician can duplicate a file on an email server and then replicate it again once the attached file is saved somewhere, effectively duplicating a file in another location – an email server and then duplicating it again when the files are saved.
5 – Controlling version control
Duplicate files are sometimes used by companies as a means to produce a separate version of the same file. This feature enables company-wide modifications and updates to standard files like terms and conditions or a sales contract, which are shared in a business. However, this has its drawbacks. Because of date changes, an earlier version of a file might be unintentionally modified, and because of versioning workflow, it might be mistaken as the most recent. This is not ideal if you’re distributing the most recent Terms & Conditions to clients! Even if you’re using the most recent version, there’s no guarantee that it is up to date or who made any changes.
6 – Access management lacks well-defined controls.
Although it is not entirely a question to limit who has access to which files and folders on a file server, It’s absolutely possible, it does need a solid understanding of file server architecture and user roles and permissions to access specific sections. Many firms will rely on an IT professional or an IT support business to handle user access. Most DMS will have a comprehensive user access management system with an audit trail of activity.
7 – Time spent looking because finding data is difficult!
According to a study conducted by McKinsey, knowledge workers’ spent 19% of their time searching and gathering information. In an IDC survey, it was discovered that “data professionals lose half of their time each week,” with 30% looking for, regulating and preparing data and 20% duplicating effort. Why not ask your employees and find out how much time they spend looking for documents in client files and hunting for papers?
8 – Limiting the capabilities of your operational system
The average Australian employee only works 36 hours per week. Fewer employees in a company equal greater efficiency since there are fewer distractions. It will have a significant impact on work productivity, the number of clients you can handle, and the number of cases that you can manage. As a result, this will have an impact on the quality of service and, consequently, the bottom line!
9 – Flexibility in terms of operational procedures
As a company expands, it’s likely that new offices will be established. There may be a demand to operate from certain client sites or even from home. As an organization grows and changes, it’s critical to have business flexibility built in so that as the company expands and evolves, keeping track of, sharing, searching, and working with business documents information is simple. A basic file system and file explorer is unlikely to be able to support your new demands without the aid of skilled IT personnel.
10 – Security measures
Businesses cannot afford to overlook data loss, which is a serious concern. Although the initial investment may appear to be excessive, if client files and papers are destroyed, there’s a good possibility they’ll be lost for good. When files are lost, it’s common for a firm to suffer a significant loss! It makes sense to back up data regularly. Use the program’s backup function to recover deleted files and data. To prevent disc corruption, make sure your hardware is up to date. To avoid ransomware assaults and the impacts of viruses, use security software. There are an unending number of dangers!
Summary
These are only ten examples of the challenges involved in administering your own IT operations and internal IT services. So, it’s only natural to explore additional possibilities, such as a SaaS solution or a cloud-based document management system.
