By Roger Pegler
A document management strategy involves time and cost. It comes with a management overhead. Therefore, you have a right to expect that managed documents should be easier to store, access, and that the information should be more accurate. When using document management you should be able to go directly to the final version of a document rather than calling up drafts. Because if you can’t do this, then the cost of implementing the strategy probably isn’t worthwhile.
And that brings us to my previous blog about the document strategy – to have or not to have. The reason you first need to know why you want to introduce a document management strategy, and secondly what that strategy would entail is so that you can assess the cost of doing so. Once you know the cost, you can make an informed decision as to whether it’s really in the business’ interest.
If the driver is compliance – perhaps you need to meet ISO or Department of Defence requirements or legal obligations – there’s no question. You have to go down the path of creating and implementing a strategy or your business will suffer. The only real question is will document management will be enough, or do you require the stringency of a records management strategy?
If you’re considering document management for any other reason, try assessing the cost of not developing and implementing a strategy. What if you just keep copying all your documents onto a drive somewhere? What is the risk to the business if you can’t find that last copy of a proposal? What is the cost if you never delete anything?
Some companies decide that living with the risk of no document management strategy is less and the cost of implementing one. Others find a parallel with disaster recovery – if your documents are valuable enough to need protection against accidental loss, they are also valuable enough to need managing throughout their life cycle.
So where does that leave your organisation?
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