A robust document management system is the cornerstone of any effective Digital Workplace.

How many times have you been unable to locate the right file or found yourself working on the wrong version? Poor document management practices and out of date technology can cause significant loss of productivity.

Here’s everything you need to know about document management and how to get started.

We can help with your document management

Document challenges are robbing organisations of a
staggering 21.3% of overall productivity.

- IDC

Problems arising from a lack of document management

  • Employees being unable to find the right document. A study of 1,500 office workers showed that 83% have had to recreate a document which already existed because they were unable to find it on their corporate network
  • People working on the wrong file version. 33% of employees struggle with document versioning.
  • Manual document merging. 50% of knowledge workers’ time is spent on creating and preparing documents.
  • Limited mobile access to documents
  • Infrequent use of templates

What is Document Management?

Document management has been around long before there was any mention of ‘the cloud’. Think large filing cabinets filled to the brim with document after document.

As technology has evolved, so has the way that we’ve stored and accessed information. It is essential that organisations continue to update their policies, procedures and systems to leverage new technology and keep pace with the competitive landscape.

An old school definition of document management

Traditionally, document management has been defined as a system or process used to capture, track and store electronic documents such as PDFs, digital files and images of paper-based content.

How document management has evolved

Document management has changed in that it involves a cultural and organisational mind shift, as it’s not just about the technology or the documents.

Document management is made up of people, processes and technology with a focus on:

Communication
Collaboration
Security
collaboration in the office

What do you need for Document Management

 

It starts with your Digital Workplace

Document management has been around long before there was any mention of ‘the cloud’. Think large filing cabinets filled to the brim with document after document.

As technology has evolved, so has the way that we’ve stored and accessed information. It is essential that organisations continue to update their policies, procedures and systems to leverage new technology and keep pace with the competitive landscape.

The components of Document Management

Each technology in your organisation serves a different function when it comes to document management. Below are some examples of technologies that could make up your document management system:

Records management

eg TRIM, AvePoint

Collaboration platform

eg Microsoft Teams

Offline access

eg OneDrive

Intranet

eg SharePoint

Electronic document management

eg SharePoint and network drives

Business information

How to get started with Document Management

It’s time to investigate

The first step is to establish your current situation:

  • What systems do we currently have?
  • How well are we using them?
  • How well are we using them?
  • Which document types are we using?
  • How are they received / processed / stored / updated?
  • What’s the level of user knowledge? How much training is needed?
  • Are our systems adequate?

How to get these answers?

Unless there is existing documentation, you will likely need to conduct a range of activities to complete your investigation:

  1. Workshops / roundtables / focus groups
  2. Surveys
  3. Interviews
  4. Usability studies
  5. Job shadowing

Where are my documents?

Identify all the different places that your documents exist. Are they in:

  1. Collaboration platforms like Teams & SharePoint
  2. Chat based apps eg Slack, Confluence, Google Hangouts
  3. On your desktop
  4. Intranet
  5. Extranet

All of the above??

Need more help with document management?

As Microsoft 365 and Digital Workplace specialists, WebVine can assist you in developing a comprehensive document management system and strategy that will take your organisation to the next level.

We offer a range of services to suit all budgets and business objectives including:

  • Tailored workshops
  • One-off projects
  • Ongoing tech support

GET STARTED WITH DOCUMENT MANAGEMENT NOW

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