The risks of poor document management stem from managing multiple types of documents in different formats, workflows and updates. If the documents, which are in constant use have no defined structure it will lead to an uncontrolled and unmanaged repository. This haphazard approach to managing the document Lifecycle impedes employee productivity.
The scenario is this: you are sitting at your desk when your boss requests the latest version of a critical policy document. When do want it you ask?
Now is the reply as she has an urgent meeting. It is located on the company’s shared drive. Your search starts with your department folder. However, it is not there. You decide to perform a search and type in the title. Your face falls flat when the search returns 100s of potential matches. You open up the most likely and find they are not current. Panic sets in and your boss is now calling your desk phone, as she is late for her meeting.
We have all been there, as intuitively as we think we have organized our company “shared” network folders, documents get lost and frustration sets in. Whether it is neglecting to archive or delete the outdated version of documents, images, files, assets, etc. or employees using confusing naming scheme for the folder structure – the point is this archaic means of organising and managing documents/assets isn’t working for your company and it is costing you.
Failure to treat business documents as vital assets can lead to:
- Diminished document utility
- Decreased business efficiency
- Increased operational risk and cost
Effective Lifecycle management
The management of Documents continues throughout their useful lifespans ensuring businesses meet compliance and regulatory requirements while preserving the productivity of employees and agility of business processes:
- Quick access
- Frequent review and updating
If your document library is growing with no control consider creating a Document Management library to store and manage your documentation.
The growing influence of ISO and ITIL requires documentation to contain elements which relate to its History, Versioning and sign off, all of which are easy to incorporate. Going forward your staff should know how to manage the documentation in the absence of someone dedicated to the role.