Intelligent information management is one of the essentials for continuity and overcoming the challenges that the Covid-19 pandemic created for businesses, a Forbes report suggests.
Unfortunately, many companies (especially small and medium-sized businesses) are still reliant on outdated or less than perfectly tailored document management solutions.
Enterprise document management is all-evolving due to the new tech that’s emerging in the field.
So, how do you know the time has come to consider employing a new solution? Here are a few telltale signs.
Documents Are Difficult to Find
An enterprise document management system should make data retrieval effortless. If your employees are struggling with the way information is structured and indexed within the archive, the time has come to consider something new.
Standardized indexing is a basic capability of the document management solutions available on the market today.
Through such a tailored, yet standardized approach, everyone will be on the same page when it comes to assigning file attributes. When the same structure and indexing rules are being followed, the retrieval of relevant data will become a simple task.
The report suggests that 54 percent of US workers waste time trying to find information in cluttered online systems. Hence, moving to a paperless document management model isn’t going to work unless the right platform’s being employed.
Duplicates and Outdated Versions
Version control and file management are two other standard capabilities that enterprise document management systems should have. The aim of these features is to eliminate duplicates, redundant and outdated copies.
Having to deal with old versions of documents and trying to discover the latest one is yet another way you could be wasting tons of time. Not only that, counting on outdated information may lead to serious issues. You can easily imagine the ramifications, no matter which department is being affected by the issue.
Version control shouldn’t be something you need to do by hand. Automation isn’t a super innovative, rare possibility anymore. Your document management system needs to be capable of handling repetitive, tedious and time-consuming tasks. Version control is one of those.
Poor Adoption Rates of Current Enterprise Document Management System
A technological solution is as good as its adoption rate.
In other words, if nobody is using it, you’re not making the most of the opportunity.
Poor adoption rates are indicative of problems with your current document management system. The reasons for that problem could be many – a clunky and difficult to use platform, no ongoing employee training, no standard document management protocols and above all else, no corporate culture in that realm.
To overcome those issues, consider switching to a simpler, more user-friendly document management solution that addresses your company’s specific needs. Also, invest in proper employee training. People should feel empowered to make the most of such software. In the absence of knowledge, you’ll be experiencing the very same problem pretty soon.
Poor Scalability
Your company’s needs aren’t static. Hence, the enterprise document management solution that did wonders one year ago may not necessarily be a good match right now.
Most software developers understand that fact. As a result, document management systems tend to be incredibly versatile and scalable. They allow for the employment of additional capabilities without significant downtime or additional expenses.
Is your current system rigid and unyielding to your evolving needs? Consider switching to something a bit more versatile. The market features lots of cloud-based document management systems that make it incredibly easy to employ additional capabilities. Also, they’re very cost-efficient because you’re only paying for the resources that you’re making use of at that very moment.
No Integration with Other Tech Solutions
Enterprise document management systems aren’t just employed on their own.
Most of the time, companies use multiple platforms and software solutions. Getting such tech that integrates with each other effortlessly simplifies the execution of many tasks and streamlines collaboration between departments.
A document management system that isn’t compatible with other tech solutions (like an invoicing platform or HR software) will create serious problems in day-to-day business activities.
You don’t need to stick with such a solution, given that alternatives are readily available.
When looking for a new document management product, always check its compatibility with the other software solutions your business departments utilize. The easier integration is, the more productive your teams are going to become after the switch.
These are just a few of the most noticeable signs document management isn’t delivering the benefits your business needs. Hence, sticking with such an outdated solution will cause slowdowns and even financial losses. You definitely don’t want to be losing clients due to cumbersome procedures and errors.
If it’s been some time since your last document management upgrade, consider the selection of a new platform. The market has evolved tremendously over the past few years. just doing a bit of simple research will show you lots of options that are affordable, suitable for your business and probably previously unavailable.