Document Management Challenges and Issues

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Ever wonder why simple tasks are difficult to manage? I know you do, and we all do, because we believe that these tasks do not require attention and can be handled easily. Similarly, document management is one of the most uncomplicated activities, but many people struggle to manage it successfully.

The statistics speak for themselves: An average employee spends 50% of his time searching for a file and over 21% of employee productivity per day is lost.

This is how I feel every time I open a drive or any other document folder.



Source: Imgflip

The key challenges I had and still facing with the document.
  1. Documents are not named appropriately. As the volume increases, it is essential that you keep document with the correct dates and name; otherwise, accessing specific documents would be difficult. 
  2. Multiple locations for documents, such as a local drive, a shared drive, personal inbox, and so on. Most of the time, people end up searching for the same documents in five different locations, with no success. So, having one or two places is a reasonable option for improving output.
  3. Saving irrelevant documents. Some people are extremely cautious and keep everything, which makes difficult when actual document is required.
  4. One person is responsible for document management. This is a relatively less, but it continues in many businesses. I believe everyone should be in charge of saving the documents, regardless of position, company can assign a reviewer once all the documents are saved.
  5. Multiple files have been produced for a single task. Most individuals prefer to do everything in Excel or Word, which adds unnecessary documents. As a result, it crucial to understand the significance of content / document then it should be saved. (or not).
  6. Looking for documents is a time-consuming activity.
I'm not telling you to "not document," but it should be organized, relevant, and accessible. Because if you lack documentation, authorities will be like



Why is Documentation Important?

  • Providing rationale for continuing the relationship,
  • creating baselines for performance improvements, transferring knowledge beyond the business relationship manager,
  • gaining insights from performance trends across geographies or supplier types, and justifying due diligence or risk assessment processes.

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