Poor Document Management Frustrates Workers

A new survey conducted by files management solutions company M-Files has found that poor document systems and processes are frustrating office workers, creating a noticeable impact on morale, productivity and even security awareness.

In the survey which questioned 350 office workers on their day-to-day involvement with information sharing, 31% of workers indicated that finding documents within their company’s dedicated IT systems proved difficult, with a further 42% commenting that it takes as long as 15 minutes for them to locate the correct documents stored on company servers. This situation had led to many workers turning to using their own file sharing services and archiving programmes, putting security network infrastructures at serious risk.

An Understandable Frustration

VP of Global Sales at M-Files, Julian Cook, commented that the findings show that more historic approaches towards document management are now starting to wear thin, adding “As our evidence shows, historic approaches to document management are damaged, and the longer businesses refuse to address mainstay issues surrounding the searching and storing of information, employees will continue to experience frustrations, which will directly impact their productivity.”

 “The challenge is that information is typically locked up in rigid, one-size-fits-all systems or it chaotically proliferates across multiple disconnected systems. Because of this companies are really struggling to manage documents and other information silos. This means employees can’t do their jobs effectively, which, in turn, is escalating their frustrations.”

Trivial and Time Wasting

The frustration caused by poor document management systems is also causing friction and levels of resentment amongst colleagues and their superiors too. Cook explains that whilst it might sound trivial at first, an employee that spends 15 minutes a day searching for a document is the equivalent to more than a week’s worth of working time every year, causing disagreements and tension to arise amongst staff when using a business implemented document management system and between employers when workers decide to use their own services.

This issue amongst many other digital data woes has lead to a renewed interest in the document management market, with recent research indicating the market could be set to double by 2023. Cook summarizes that any new solutions put into place should be “flexible enough to wrap around the way that employees want to work, rather than impose a structure that gets in the way of what should be a fluid and seamless experience.”

The GDPR Effect

Frustration and dismay are not the only things that employers need to worry about when implementing or adjusting document management solutions however. 25th of May sees the implementation of the new GDPR regulations, which is already putting many businesses and companies at high alert on how they manage customer and company data during day-to-day operations. Any document management services deemed not to be in line with GDPR practices will be scrutinized to the fullest, so employers need to bring their document and data handling efforts up to date and up to scratch as the deadline looms in order to avoid heavy fines and legal implications.

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Sam Rose