A number of organizations are working with an inefficient document management process that makes it difficult to solve problems and respond to questions from suppliers, customers and colleagues.
Take a moment and think about your typical workday. You probably process information in a variety of formats, including paper documents, electronic files and countless emails. To add to the fun, that information may wind up in isolated silos, such as a paper filing system, a shared network drive and individual email accounts. Plus, these information silos may overlap in some areas, with duplicate data and different versions stored in different places. This inefficiency carries a high cost! The time your staff spends searching for information can quickly add up.
To reclaim this lost time and dramatically improve efficiency, you need a vision for where you want to go and how you’re going to get there. It’s time to develop a strategy for tackling your document management problems.
So…where do you start?
- Start with your greatest area of pain. Which department or process needs to be tackled first?
- What needs to be stored? Do an inventory of the information you may be dealing with such as hard copy, electronic information, emails and backfiles (old records stored everywhere.)
- What retention schedules are in place? Are they being used and is there information that can be disposed of or that will soon fall off the retention schedule that can be eliminated from this process?
- Who needs access to the information and how often?
- Hot Tip: Involve those staff members in this process who are involved on a day to day basis with the information. This will ensure you have the total picture of what’s out there and the current flow of information throughout your organization.
Contact Applied Imaging for a free consultation/estimate – you may be surprised at how cost efficient a software solution can be, not to mention the ease of deployment. We’re here to help make your life easier.
Related Articles –