 I can find anything on Google - why can't I find the document I need in my office? Documents entered into your system must be instantly retrievable. Users need to be able to use common sense tools to find any document within the system based on the most logical method. Similar to using Google search, you may enter a simple word or phrase about the document and be able to retrieve it within a few seconds no matter where that document exist within the system.   Why does it take forever to get 5 different approvals on a revised policy document?
Managing a document through its life cycle can be a demanding task. Any company or business office can accomplish work more effectively and improve business processes by utilizing automated workflows if their day to day operations. Having a system to track the progress and completion of tasks helps managers keep everyone focused.   Can I get a system that sends me a reminder and gives me access to contracts up for renewal? Remembering when a document needs attention is difficult to say the least. Utilizing document reminders can ensure that an appropriate user is notified when action should be taken on a specific document, and also provides notation to the user indicating the appropriate course of action to be taken.   Every version of this contract is different: which is the most recent version? Who was working on it last? Version control is one of the most critical elements of a document management system because it ensure users always have access to the most current version of a company document. This feature alone can cost justify the implementation of a document management system as it eliminates duplication of work and allows users to share the most current information on matters such as company policies or contracts. For a detailed overview - Download our FREE Whitepaper on Document Numbering & Versioning... |
According to Aberdeen Group, the average cost of processing a document is $8.35, while laggards may spend upwards of $20 per document. The same Aberdeen Group study puts the processing costs of best-practice organizations at a mere $2.14 per document.
Many companies want document and record management software to be a component of a larger integrated knowledge management system. The objective is to make it easy to share the powerful storage, archiving and workflow components of the document management software with other software products you currently use.
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