5 risks every business faces without a well-organized document management system
No matter the size of a business, the amount of digital documents can quickly get out of hand. Having a streamlined way to store and share information is essential to the effective operation of a business. Unfortunately, many companies become frustrated by the lack of a document management system, leading to losses of time and money. In this article, we discuss the costs and consequences of not having a centrally managed digital document flow.
Missing a document management system results in the following risks:
Unnecessary waste of time
Without a document management system employees often spend hours searching and sifting through documents. Not only is this time consuming, but it can also lead to project delays and lost productivity at the company. One file can be modified by multiple employees without knowing it, this can lead to multiple versions of a file, making it even more difficult to find the correct version. Having a a system to manage documents can be a huge time saver.
Double work
If employees cannot find the essential documents they need, they waste valuable time creating new ones. This results in duplication of effort and can result in the use of outdated information. Having an organized document management system makes it easy for employees to find the documents they need, minimizing new work.
Security risks
Without a document management system companies can lose confidential information or become more at risk. For example, employees may accidentally drop confidential information into the wrong hands, putting the company in a potentially dangerous situation. Cybercrime is also a serious risk if sensitive information is stored and shared without password protection. An organized document management system can help reduce these risks.
Unorganized cooperation
Lacking an organized document management system can hinder collaboration among employees. Aligning files, sharing information and working on the same projects can become a challenging task when documents are stored in different places. Imagine there is an important project due today, but teachers are unable to find the information in the various emails, folders or even USB sticks. This leads to confusion and ultimately project delays.
Cost-Effectiveness:
Printing, scanning or recreating documents requires additional resources, such as energy, ink and paper. And if employees spend more time searching for documents, then less time can be spent on tasks that really contribute to the success of the business. A digital document management system minimizes the use of such resources and increases efficiency, ultimately resulting in cost savings.
Conclusion: So make sure you have a good document management system
Without a good document management system companies suffer several negative consequences such as lost time, wasted resources, lack of collaboration and security risks. Implementing an organized document management system alleviates these problems, optimizes the use of time and resources and ultimately reduces operating costs. It is important for companies to invest in a good document management system to reap the benefits and minimize the costs and consequences of a poorly managed digital document flow.
Are you familiar with the risks listed above in your organization? Don't worry, Documentaal can help you eliminate these risks. Simply contact us and we will show you how the document management system from Documentaal can help your organization move forward.
