Avoid Document Management Problems through these Effective Means
For decades, managing documents has been an ever-lasting problem faced by companies worldwide, regardless of the industry. Irrespective of the format, be it paper-based documents or PDFs, there are high possibilities of mix-ups, which lead to disastrous outcomes in most cases. Despite there being many document management software designed specifically for storing, accessing, and securing documents, businesses face problems due to lost documents, fragmented systems, and user errors. So, what can enterprises do to avoid these problems? Are there any preventative measures?
To reduce the percentage of lost paper or electronic documents, companies simply need to improve staff training and regulate processes. Limiting access to files and ensuring that employees refile documents at the end of every day could be highly beneficial. For electronic files, using tags and well-formatted titles could help in locating missing files easily.
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If there are many fragmented systems used to manage documents in the same organization, adopting a unified approach to document management across every department would reduce the chaos and prevent losses. If a company decides to opt for a cloud-based solution, employees can access the files from all locations too.
However, user errors are the hardest to eliminate, as it is common for human beings to make mistakes. In most cases, automating processes and sending out reminder e-mails also helps. In the event the software itself is not user-friendly, it is advisable to look out for alternatives as having a simple UI can help reduce the number of errors.
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