In today’s business environment you would not often see a company that only has a single location. Limited markets mean limited revenues thus a company will usually have two or more locations where they operate. Even small to medium scale enterprises will have more than just one sales office. Large corporations will need offices scattered around the country or even around the world.
Having many areas of operations will mean that a company will be able to penetrate different markets. However, remote locations also mean a wide variety of challenges to a company. One of these challenges is document management.
A company with remote locations will have a wide variety of correspondence going back and forth from the main office and the remote location. Not so long ago, a company had to rely on couriers to deliver documents between the locations. Couriers are still being widely used today, but in this electronic age, many companies rely on electronic communications rather than couriers.
An essential part of electronic communication is document management. Without proper document management, electronic documents can easily disappear into cyber space. Important documents may inadvertently be deleted. Computers and hard drives may crash thereby losing all the important data that the hard drive contains.
The lack of an effective document management system greatly reduces employee productivity and may even be the cause of reduced revenues for the company.
In order for a document management system to increase productivity, it should be able to accurately track documents, track updates, automatically back-up documents, and provide adequate security.
One of the biggest concerns of an IT infrastructure is adequate security. The infrastructure must be secure enough to prevent hackers from tampering with the system and yet easily accessible to employees.
A document management system that has too many security levels may be very secured, but it could also affect productivity if employees need to take too much time in retrieving documents or saving documents in the system.
When implementing a document management system, especially for companies that have remote locations, security must be carefully balanced with employee productivity. In fact, the whole document management system must be focused on increasing productivity.
Employees, especially those at remote locations, must be able to quickly access the documents that they need. This includes searching for records and storing records.
Efficiency is the key to a document management system. Without a high level of efficiency, the system may prove to be a liability. The system must be efficient, not only in storing and retrieving documents, but also in security. This is an area where the IT departments need to carefully look at. Too much security and the system will not prove to be efficient. Too less security and the system will be opened to hackers.
IT departments need to closely work with the rest of the company to ensure that every employee is comfortable with the security measures in place and that these measures will not reduce their productivity. This could be a huge task for a company with several remote locations.