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September 21, 2005

The Cure For Missing Document Syndrome

If you move paper items like most companies you've probably encountered missing document syndrome. Documents occasionally disappear without a trace. Missing documents not only cause headaches for everyone involved, but also cost companies money in lost productivity. If the document was never lost to begin with, man hours would not be spent searching for the document or recreating the data. The problem lies in the fact that people forget things. Everyday people forget their keys, wallet, purse, etc.. so why would documents be any different? The fact is they are not any different, but there is a solution to missing document syndrome: Proper Electronic Document Management. When a document is inserted into an electronic document management system, it is stored in a central area that is accessible to those who need access to it. It also shows a 'paper trail' as to who has read, modified, or commented on the item. This cuts down dramatically on the need to search for lost items since users who need access to the documents have access. Items can even be set so that it is impossible for the user to delete it, making sure the document doesn't get removed from the system prematurely. Managers can also see who has signed off on the document and where it is in a business process allowing them to manage the process resources effectively.

Don't look for your documents, manage them!

Posted by on September 21, 2005 11:48 AM

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