Almost every business from any industry, whether Accounting, Insurance, Finance, Medical, Engineering, Construction, etc., will create and maintain digital records. It will produce reports, its employees will write business papers, create marketing collateral, and send and receive email correspondence.
All of these business records need to be kept secure, organized, managed and maintained somewhere.
Managing documents can equate to a large amount of your management and your staff. Therefore, it makes sense that the services you use are easy to manage, can easily store all your business documents and files and give your business secure access, anywhere and on any device, at any time.
- Files Duplication
- Duplicate Names of Documents
- Numerous folders to remember
- Rapidly Increasing Number of files
- Lack of Controls for Documents Access Management
- Version Control Management
- Wasting Time That Spent on Document Searching
- Documents Files Security
- Operational Control
1- Files Duplication
File duplication is a common problem for many businesses. The same files can be easily opened and stored by different users. Files can be attached to emails and sent to colleagues for review, copying the file successfully elsewhere – the email server, and duplicated when the attached file (s) are stored somewhere.
2- Duplicate Names of Documents
Principles of naming are often applied to businesses. This process is designed to make it easier to identify files and find where they are stored on the file server. However, this means that you must know exactly what the file name is in order to find it. This is an accurate search method and is not really suitable for normal search when the exact file name is unknown! Also, it does not include emails in the account – the most common type of client communication stored in the business!
3- Numerous Folders to Remember
If you do not already use the Document Management System, you may be using a computer and its file manager to store and manage your files. Most businesses usually use a separate folder for each client. This is a logical approach. However, over time as more files are added, these folders will no longer provide the same hierarchy. This will make it difficult for users to locate files found in different ‘client folders’. The result will be a lot of time wasted.
4- Rapidly Increasing Number of files
From the time a business is established, the number of documents that it has to organize and manage grows and over time, as the business grows, the number of documents doubles and accumulates, to the point where a management system will have to be established. these files.
5- Lack of Controls for Documents Access Management
While it is not entirely possible to control who accesses any documents and folders on a file server, it requires a good level of technical knowledge and understanding of the roles users use and the permissions they have to access specific file server locations. Most businesses will rely on IT specialist or IT support service to manage user access. Multiple DMS will provide a robust user access control system that provides a tracking of the recorded activity against this file.
6- Version Control Management
Many businesses, duplicating files as a way to create another version of the same file. This allows for changes and updates to be made to standard files, such as terms and conditions or a sales contract, which are shared on business. However, this also leads to problems associated with job changes where the old version of the file may be unknowingly changed, and due to date adjustment, it may be identified as the latest version. This is not good if you send the latest Terms and Conditions to customers! This also does not help when and if you need to get the latest real version, whenever you need to identify who made the changes!
7-Wasting Time That Spent on Document Searching
A study found that those who called themselves information workers spent 19% of their time searching for information. In an IDC study, the results found that “data professionals lose 50% of their time each week” – 30% seek, manage and process data and 20% duplication. Why not ask your employees and find out from your team how much time they spend searching through client files and looking for documents?
8- Documents Files Security
Data loss is a risk that businesses will not be able to ignore. It may seem like an unnecessary expense at first, but if client files and documents are lost, they are more likely to be permanently lost. When this happens, the result is often the equivalent of a huge loss in business! Thus, it makes sense to ensure that the files are backed up properly. Make sure that corrupted files and files deleted by mistake can be recovered. Make sure the hardware is stored to avoid disk corruption cases. Use the use of security software, to reduce ransomware attacks and viral effects. Threats do not stop!
9- Operational Control
There are limited hours per working week. Time spent searching for information will create problems and affect efficiency. This will have a direct impact on productivity, the number of clients you can handle or the number of cases you can handle. So, this will have an impact on the high quality of service and ultimately an important point!
As the business grows, there are many opportunities for new offices to open. There may be a need to work in specific client areas or at home. Therefore, before this time comes, it makes sense to build business flexibility so that as the organization grows and changes, that ability to store, share, search and work on business document information is simplified. A simple file system and file scanner will probably not be able to handle your new needs without the essential help from expensive IT professionals.
These are just 9 points that highlight some of the weaknesses in managing your IT infrastructure and internal IT services. Therefore, it makes sense to consider other options, a Connect online Document Management Solution in Pakistan, a #1 cloud-based document management system in Pakistan.
To find out How Connect Cloud-based Document Management System will help you in growing your business, contact us to book a live Demo by calling us or WhatsApp us at +92 300 1110365
