7 signs it may be time for a new document management system

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Is your document workflow having a negative effect on your bottom line? The key components for a successful business from a records management perspective are a quality product offering, effective use of resources, a focus on customer expectations and, of course, company culture. Here are some questions to ask yourself to help you determine whether it’s time for a new document management system.

As with anything, processes and systems change – and as this happens, businesses need to be prepared to adapt. Outdated document management systems can have a serious impact on your bottom line.

document management system

Here are 7 signs you need a new document management system:

  1. Configuration is time consuming or requires constant outsourcing

Systems often require a small amount of tweaking and tailoring. But, if you are spending a lot of time on navigating and reconfiguring your systems, it may be time to look at upgrading. You will not only save time and billable hours, but improve efficiencies in the process.

  1. Your search methods are unproductive

It is essential that you are able to easily retrieve your documents, whether they be electronic or hard copies. Electronic document management, data capturing and indexing systems should help to make the process simpler. So, if you are struggling to find information quickly, then perhaps its time for a change.

  1. Ineffective accessibility options

Although information should be easily accessible to the relevant parties, it should not fall into the wrong hands. Secure user roles should protect your IP without hindering day to day functionality. If your security is not up to scratch, your document management system may one day cost you a lot of money.

  1. Loads of manual labour involved in filing

Filing does not need to be labour-intensive. If your current system isn’t providing an adequate level of automation, it’s probably time to take a look at something that does. This is also the time to consider adding data capturing or document scanning to the workflow.

  1. Regulations are not being met

For most businesses, some forms of compliance are required –  whether that be in relation to tax records or personnel information. If your institution is not meeting basic regulatory requirements, you should consider a new system.

  1. You don’t have the option of workflow automation

If your system is hard to use or there is no streamlined process flow, you may be due for an optimised records framework.

  1. Your system is not growing with your business

Scalability is hugely important. Your software and filing system needs to be able to keep up with the growing demands of your business. As you expand, make sure that your applications remain abreast of your business needs.

As systems evolve, things like accessibility, version control, collaboration, communication, productivity and cost savings should also advance. By re-evaluating your document management systems every few years, you will be able to stay on top of your business needs.

If you notice these signs – then perhaps the writing is on the wall. It may be time to consider a revamp and see the difference…

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