Document management is a necessity for every organization. Regardless of your industry or focus, your paperwork must belong somewhere. There is a variety of options for managing your files, from old-school filing cabinets to cloud-based computing. No matter what you choose, you will face hurdles as you implement and maintain the system. Here are a few challenges that come with document management systems, and what you can do to overcome them.
While you may have a document management system in mind, it is not uncommon for employees to use their own methods of data storage. This means that your staff probably uses a hybrid of physical documents and electronic, scattered across different offices, digital platforms, thumb drives, and more. When documents are not consistently filed, labeled, and organized, it is practically impossible to make the system work for you. If you hope to engender a consistent and effective file storage system, consider which document management systems best fit your needs and desires. Then, ask your team for input on the best ways to garner consistency across the board. Using the goals and feedback, choose the tools that will work for you, rather than vice versa.
Not only is data theft often the downfall of a company, but regulatory compliance becomes more complicated and demanding every year. Many document management systems do not provide the security and compliance your company needs to survive a nefarious attack or an audit. Look for a system that automatically sets you on the road to compliance. In other words, find a system that naturally provides the document trails and records you need in case of an audit. Additionally, ensure that every user has specific credentials for document access. This protects your files both internally and externally.
So many organizations cobble together their information systems, using different software for each individual task. These programs don’t communicate, meaning that every employee has to know, use, and manage countless systems. It makes sense that this is the case since so much specialized software (for instance, accounts payable or HR) is limited in its scope. However, the best document management systems are built to integrate all of your necessary applications on one platform. You don’t need just one more document management app. You need a dynamic, integrated platform that will bring all your data and communications under one roof.
No matter how great the system, if your team isn’t on board, it won’t help you. This is often a big stumbling block to managers and company leadership. It is not unusual to see companies choose an excellent content services platform and then fumble the implementation, either not equipping their staff to fully utilize the new tools, or underselling its capabilities and relegating it as just one more app. Document management systems can be the greatest tool your company holds. But be sure to communicate with your employees. Offer seminars, tutorials, Q&A sessions, and other teaching opportunities. Once your staff sees the impact that good document management has on your work, you will gain full buy-in.
Document management systems are as diverse as the people who use them. Every scenario has different challenges and successes. By establishing a consistent, secure, and integrated system in your organization, you put your company on top. If you are dealing with document management challenges and need expert advice, contact MaxxVault today. We look forward to hearing from you.