Common Document Management Problems and How to Solve Them

Mark Baterip regularly responds to the questions of people interested in digital document management and these are their most frequently asked questions.

The document management problems we frequently get asked about

In today's business environment, efficient document management is critical for maintaining operations. Yet, organisations still face challenges when dealing with documents, such as invoices, contracts and employee files. Are there simple solutions to common document problems?

Manual processes, working with data located in multiple locations, compliance issues and outdated systems lead to inefficiencies and workflow delays.

Here we suggest solutions to overcome challenges.

1. Removing Manual Keying

The No1 document management problem: “I’m sure we could process more documents than we are.”

The most time-consuming tasks in document management is manual keying, especially when processing purchase invoices. A person can handle approximately 4,000 to 6,000 invoices per year manually, but by automating the process thousands more can be processed.

The Document Management Solution: Implementing automated data entry software eliminates the need for manual keying. With optical character recognition (OCR) and machine learning technology, purchase invoices are processed automatically, which reduces errors and speeds up workflows. Automation saves time, cuts costs and increases productivity.

2. Automatic Routing and Workflow Using Common References

Have you ever wondered why insurance companies ask you to include a claim number when you email them? It's because software solutions use reference numbers to auto-file emails and notify the relevant claims handler. In businesses, routing documents manually can result in lost files and delayed responses.

The Solution: Automated document routing systems use common references to file and distribute documents automatically to the right person or department. Automation eliminates the need for manual sorting, ensures that documents are never misplaced and speeds up response times. Whether it's a claim or an order reference, automation ensures documents reach the right person instantly.

3. Simple Organisation: Centralised Records with Access Control

A common challenge in document management is organising records across departments and ensuring secure access. Without a centralised system, finding documents can be a nightmare, and unauthorised access to sensitive files is a major concern.

The Solution: Digital document management centralises records into a single, easy-to-access location. With built-in audit trails and permission settings, access is controlled, which ensures compliance with security standards. A centralised approach not only improves efficiency but also enhances security, accountability and compliance, as every action on a document is logged and traceable.

4. Streamlining SARs Requests

The document management problem: Time, cost and complexity associated with SARs

When a Subject Access Request (SARs) comes in, manually locating and organising all documents related to an employee can take hours. For HR and Compliance departments, SARs create a bottleneck.

The Solution: Digital document management systems enable organisations to locate all relevant documents and correspondence in seconds. With powerful search functions and filters, staff can access documents and email correspondence instantly directly from a central data hub, which saves countless hours of manual labour and ensures that SARS requests are handled promptly, comfortably within the ICO’s 30-day deadline.

5. Ensuring Compliance with Retention Rules

Compliance with HR, regulatory and ISO standards is crucial for businesses. Managing document retention manually is complicated and is prone to errors, which puts companies at risk of non-compliance and penalties.

The Solution: By using automated retention rules, documents are retained for the required period and then securely disposed of (purged). This not only ensures compliance with legal and regulatory standards but also reduces the risk of penalties.

6. Automating Policy and Procedure Updates

A key document management problem faced by businesses is ensuring that policies and procedures are up-to-date and accessible. Manual processes for policy updates and reminders can lead to outdated documents, compliance risks and delays in policy implementation.

The Solution: Automated workflows and alerts help to stay on top of policy and procedure updates. Digitisation enables clients to review and update documents on time to ensure that everything is completed on schedule. Automation eliminates human error and ensures that policies are current and compliant.

7. Organising Previous Software and SharePoint Environments

Many organisations struggle to manage documents that are stored in legacy software or SharePoint environments. Poor organisation and difficulty in accessing files can slow down processes and create inefficiencies.

The Solution: Select a document solution that integrates with legacy software and SharePoint environments and offers a seamless transition. Organise documents in a central repository, with improved search functionality and workflow automation. To ensure no files are lost during migration and that the system is streamlined for optimal performance.

Conclusion

Effective document management is vital for businesses aiming to increase efficiency, stay compliant and reduce costs. By addressing common document management issues such as manual keying, inefficient workflows and compliance challenges, organisations can streamline their operations and improve overall productivity.

Our document management solutions tackle these problems head-on by providing powerful automation, centralised control and seamless integration with existing systems.

Ready to upgrade your document management system? Contact Mark to discuss your document management challenges and discover if our solutions can help you overcome them.