Ten Big Document Management Problems

Whether an enterprise can stand out in today's competitive environment is an important and decisive factor in enterprise management.

However, a lot of enterprises in operation, a large number of cost and human resources quietly run away and business managers are ignorant, enterprise capital accumulation has become a thorny problem, but can not find the cause of enterprise profits rise or fall.

After studying and analyzing several enterprises, the author summed up ten hidden dangers in the operation of enterprises.

Ten hidden dangers in enterprise management

Hidden danger one: it is difficult to achieve a unified backup of documents. In the enterprise, almost everyone a computer, hundreds of thousands of employees of enterprises, the number of documents generated is very large, many of which are very important documents for enterprises.

If these documents are lost due to a computer system hard disk damage or virus infection, the loss can not be estimated.

To prevent loss, backup files are undoubtedly very good measures, however, because

Scattered, huge amount of files, it is almost impossible to backup all the files in the computer one by one at regular intervals.

Hidden danger two: confidential data security is threatened. In the surveyed enterprises, most managers think that their business documents need to join strict confidentiality measures, but not many companies actually put them into action.

Employee turnover and turnover are very common in enterprise management. The important documents related to the company often appear to be duplicated, deleted and leaked. The survey found that 85% of the staff can easily download these "competitive" information and information, and 78% of the information is leaked out of the enterprise.

After leaving the company, the company will take away the company's confidential documents and sell it to the competitors at a high price. The serious situation may cause a direct loss of up to tens of millions of dollars to the enterprise, and the indirect loss is not measurable.

Hidden danger three: the difficulty of searching documents leads to E6 collaborative document management system, which is the 2 (3) of the software.

In the operation of enterprises, the phenomenon of large amount of files and scattered storage, forgetting the file name or storage location occurs frequently.

According to the survey, the average time spent in search of enterprises is about 20 minutes per day. According to the calculation, every person has 11 days per year, and dozens of people and hundreds of enterprises are wasting tens of millions or millions of expenditures. These hidden expenses have greatly engulfed the profits of enterprises, which has virtually increased a lot of costs.

Hidden danger four:

Nowadays, many enterprises still remain in the stage of managing paper documents.

Although some companies take electronic documents as the main information carrier, they still use a lot of office paper when they are circulated or filed.

The waste of office paper has caused great pressure on the environment.

In addition, paper documents are extremely difficult to store. Not only do they need to occupy a lot of storage space, they are very easy to decompose and moldy, resulting in non repairable damage, and can not be retrieved at all.

Any problems in the links will cause the loss of information and the cost investigation.

Because it can not be retrieved, it can only be searched one by one, causing a lot of time and material waste. It not only brings great trouble to enterprises, but also deviates from the current concept of "green office".

Hidden danger five: the document version is chaotic. In the process of enterprise operation, a large number of documents are often generated. Every document has to be pmitted repeatedly by a large number of staff every day, including important documents such as contracts, quotations, plans and so on.

If the original contract has been misused when signing the contract, the original production design manuscript should be taken as the latest design manuscript when it is produced, and then it will be reproduced after being detected. The wrong batch of products will be rejected, which wastes a lot of raw materials and delays the delivery period of the goods.

These situations often lead to a drop in profits and a huge economic loss to enterprises.

Hidden danger six: the document is difficult to circulate, sharing enterprises often have dozens or even hundreds of departments and branches, and the number of employees is even larger.

If enterprises do not provide convenient means of file sharing for their employees, then sending and updating files will become a waste of time. File retrieval and electronic file management are very difficult, resulting in extremely inefficient work and become the bottleneck of enterprise information management.

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Hidden danger seven: unable to centrally manage all documents. As the amount of enterprise files increases exponentially, more and more documents are scattered in dozens of computers to hundreds of computers. It is impossible to achieve centralized management of all documents.

Each employee's file organization and naming habits are different, and which documents are valuable and worthless, others are hard to understand.

This further aggravates the dispersivity of the document.

The more decentralized the corporate documents, the worse the manageability.

If managers are unable to collect documents and fail to standardize them, it is difficult to organize and reuse them.

In the heavily dispersed enterprises, file turnover and knowledge breakdown are normal when employees leave and work handover.

Often even because of no time to pfer, a large number of knowledge files are unknown and lose value.

These phenomena have become the overwhelming majority of enterprises.

Aspect of the lesion.

Hidden danger eight: slow examination and approval. Document circulation process control is also difficult to control in the enterprise document management. Every day, there are ten to hundreds of documents to be approved and pferred. Only one person can find the approver one by one. It often takes several months to complete the whole process.

According to the relevant survey results, the cost of enterprise remote management and file pfer accounts for about 10% of the total cost. The process of file pfer is very complicated and inefficient, which affects the work process and brings unnecessary waste of time and cost to enterprises.

Low efficiency has become a common problem for enterprises.

Hidden danger nine: can not record the operation history, enterprise work is inseparable from the document, hundreds of employees are working on documents at all times, and what documents each employee has done has no record at all, and the responsibility is mutually exclusive after work mistakes.

The confidential documents of the company were tampered with, but it was impossible to find out who did it. The staff got E6 to cooperate with the document management system (3), and the software of the document management system was used to avoid the mutual responsibility of the enterprise's document management vane, which affected the internal solidarity of the company. Sometimes the important content was deleted by mistake, and it could not be restored to the previous version, resulting in the loss of important information, and the waste of manpower and time needed to be redrafted, which would bring huge economic losses to the company. "3"

Hidden danger ten: manual number is time-consuming and laborious. The enterprise carries on the document management, to the document numbering is the essential link.

File numbering saves a lot of time to find files, and makes documents more rational.

However, enterprise documents are accumulated over thousands of years, so it is impossible to carry out uniform numbers and standardized management of all documents. Important documents such as contracts and personnel files often appear numbered duplication or errors, resulting in confusion of document misidentification and serious impact on work.

When signing a contract with a customer, due to the confusion of the number of documents, the mistake of changing the customer's contract to the other party not only affects the reputation of the company, but also violates the relevant provisions of the confidentiality obligation in the contract, thus causing the company to suffer economic losses. This phenomenon is very common.