Two thirds of IT executives are currently hunting down better document management initiatives, but despite their attempts to consolidate, corporations are using more silos than ever before. This points to a state of chaos in the document management industry. Your service provider needs to be thrown to the curb if:
You’ve had Cost Overruns
If your document storage is causing profit losses, you’re suffering from one of the most common symptoms of a poor data management. Project documents should be accessible to those who need it, both off or on site without creating bottlenecks. Data management is increasingly being managed by niche service providers because every industry has its own demands, but this isn't a necessity for a business to cater towards your needs. As long as your storage methods suit your day-to-day operations, your solutions are specific enough to be useful.
Your Security is Deficient
Every storage solution has its own security weaknesses, so demonizing the cloud is identifying the wrong problem. The real issue is poor security solutions, and paper records are riskier than digital ones could ever hope to be. Even so, digital data must carry sturdy enough encryption and privacy controls to keep your clients’ data as safe from cyber-crime as your financial documents are.
Your Solution Has No Automation
Data is no longer merely a collective word for ‘records’, but a core part of your management and marketing strategy. Analytics put the power to drive profits where it belongs: in your hands, so your document management service provider needs to offer you enough automation to assess data using your own metrics. A lack of comprehensiveness is a sign that your data management service won’t be able to support helpful analytics. Instead, look for an organization that’s willing to sit down and discuss your company needs in detail.
You’re Working Too Hard
You’re not paying a document management service provider so that you can handle most of the project yourself. People remain the most important part of IT, so think of your data management company in distinctly human terms. Service excellence looks precisely the same in and out of the digital sphere: the client shouldn’t feel burdened by a service provider, and nor should you. Signs of shoddy service are:
- A failure to implement scanning and organization of documents.
- A lack of training for you and your staff.
- Disorganized project planning or too much downtime.
- A lack of 24/7 support after implementation.
Your Provider has No Experience
Experience isn’t everything, but in the digital sphere, it’s a significant plus. A practiced service provider has worked across a huge array of industries and can thus offer worthwhile advice to suit your needs.
Your Interface is Imprecise
Document management systems should handle your entire workflow, from document capture to automation, from a single interface. If you need to scan, store, and assess your data in separate programs, your entire process will stall. Your interface should, of course, also play well with the most commonly used operating systems and apps.
Your Documents Don’t Convert
Technology has evolved so that documents no longer need to be manually converted to digital formats. Your document management service provider should have software and hardware that automatically converts paperwork into editable documents.
Your data are among your most valuable assets. They need to be treated with respect. Data management is an art and, much like playing Cupid: it takes effort and time to find a perfect match. A one-size-fits-all solution is rarely a genuine solution, so always look for a service provider willing to discuss your needs. 