Have you ever considered how document handling and processing can impact your business and the effect this can have on an employee’s average working day?
If you’ve ever lost important documents, you will know how costly it is to recreate them or have them duplicated. Apart from the physical cost, it also takes unnecessary time and causes unwanted frustration. Do you collaborate on documents or create legal documents that have to be approved by a given deadline? The deadline is approaching fast and you’re wasting time collating and reviewing comments from colleagues! Do you send important documents by post to ensure they are delivered on time?
These factors clearly indicate it is important to review any document management process and analyse the time they take; time spent filing, searching or re-creating documents for example. Review document handling systems or workflows that route documents between each stage of the processes to understand how efficient these are for the business. Review any paper based document processes that remain, and review the paper documents that remain consuming costly physical storage space. These types of documents are hard to reach and find, especially those stored off-site. Adopting the concept of a paperless office by creating electronic documents can significantly improve accessibility of this vital information. Finally, consider the benefits of introducing an electronic document management system to reduce or eliminate many of the electronic or paper based document process problems that can attribute to the reduction of business productivity and efficiency.