A document management system has a large impact on your business. When documents are managed correctly, your staff can be much more productive because you can find all of the files you need without difficulty, which allows you to tend to other tasks around your business. On the other hand, poor document management has the inverse effect, and the results can be harmful to your business. That’s why you need to be sure you’re not using the wrong document management system. Here are signs that you aren’t using a good document management system.
File Sharing Takes a Long Time
You shouldn’t be taking too long to share files with people who need them. If file sharing takes longer than expected, your business’s productivity will plummet. Keep in mind that some companies have to send and receive hundreds, if not thousands, of files every day. Even small increments of time lost on file sharing can add up quickly when you have enough files to manage.
That’s why you need a document management system that makes documents more accessible and visible to people who need them. You want to have the right categorization and navigating functions to help share files at an optimal speed.
You Have Too Many Duplicates
If people are having a tough time accessing information or checking if files have gotten updated, you’re bound to encounter plenty of duplicate files. While duplicate files aren’t particularly bad to have, they do slow down progress, especially in situations in which many departments are updating a single document.
You don’t want people struggling to locate the most current version of a document because different groups of people will have trouble remaining on the same page as everyone else when collaborating.
A good document management system will have file classifying and labeling functions that make it easier to find the most current version of a document.
You are Losing Data
This is a very serious problem that comes with a poor document management system. If you don’t have any structure for how you manage documents, it’s easy to lose them, which is one of the worst things a business can experience.
This is why you need a document management system that has plenty of backup options. This way, you won’t lose crucial files, and you’ll be able to preserve all of the valuable and sensitive information that you may be managing.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.