{"id":3613,"date":"2021-11-03T13:30:39","date_gmt":"2021-11-03T13:30:39","guid":{"rendered":"http:\/\/www.rtgsolutionsgroup.com\/?p=3613"},"modified":"2021-11-18T08:39:41","modified_gmt":"2021-11-18T08:39:41","slug":"3-biggest-risks-of-poor-document-management-workflow","status":"publish","type":"post","link":"https:\/\/www.rtgsolutionsgroup.com\/3-biggest-risks-of-poor-document-management-workflow\/","title":{"rendered":"4 Biggest Risks of Poor Document Management Workflow"},"content":{"rendered":"<section class=\"wpb-content-wrapper\">[vc_row][vc_column width=&#8221;3\/4&#8243;][vc_single_image image=&#8221;4021&#8243; img_size=&#8221;1110&#215;500&#8243;][vc_column_text]Is document management workflow giving you a headache? You\u2019re not alone. Many businesses struggle to implement solid document processes.<\/p>\n<p>Documents underlie\u00a0<em>everything\u00a0<\/em>an organization does. As a result, shoddy document processes can lead to daily frustrations.<\/p>\n<p>But poor document control is more than just an annoyance. It can result in costly mistakes.<\/p>\n<p>Consider all the important documents housed in your business:<\/p>\n<ul>\n<li><span style=\"font-size: 14pt;\">Financials<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Audit reports<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Classified documents<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Training materials<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Personnel files<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Tax records<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Inventory data<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Contracts<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><a href=\"http:\/\/www.rtgsolutionsgroup.com\/the-importance-of-business-process-documentation-in-times-of-crisis\/\">Business process documentation<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Presentations<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Strategic plans<\/span><\/li>\n<\/ul>\n<p>Having inadequate protocols puts all those documents at risk. And that\u2019s exactly what we\u2019re covering in this article \u2013 how poor document management workflow puts your business at risk.<\/p>\n<p>Here are 4 of the most common problems that arise from weak document processes:<\/p>\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li><span style=\"font-size: 18pt;\"><strong>Security breaches<\/strong><\/span><\/li>\n<li><span style=\"font-size: 18pt;\"><strong>Costly document errors\u00a0<\/strong><\/span><\/li>\n<li><span style=\"font-size: 18pt;\"><strong>Productivity loss\u00a0<\/strong><\/span><\/li>\n<li><span style=\"font-size: 18pt;\"><strong>Loss of clients &amp; customers<\/strong><\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>Before we jump in, let\u2019s discuss some basics about document management.[\/vc_column_text][vc_custom_heading text=&#8221;WHAT IS DOCUMENT MANAGEMENT WORKFLOW?&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_single_image image=&#8221;4020&#8243; img_size=&#8221;1110&#215;500&#8243;][vc_column_text]<span style=\"font-weight: 400;\">Document management workflow is a system used by organizations to create, update, secure, organize, store, and share documents.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Often, leaders make the mistake of thinking that document management can be resolved by a piece of software. Sure, technology is an important part of document management, but it\u2019s not the only part.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Comprehensive document management workflow is a combination of processes, software, security protocols, and other tools used in the management of documents.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Together, these tools allow documents to flow seamlessly and safely throughout their lifecycle.<\/span>[\/vc_column_text][vc_custom_heading text=&#8221;WHY INVEST IN DOCUMENT MANAGEMENT WORKFLOW?&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<span style=\"font-weight: 400;\">The benefits of efficient document management workflow cannot be overstated. As such an integral part of business, documents have the ability to make or break productivity and performance.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some of the benefits of revamping your document management workflow:\u00a0<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Increase information accuracy\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Ensure all employees have updated information<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><a href=\"http:\/\/www.rtgsolutionsgroup.com\/business-process-improvement\/\"><span style=\"font-weight: 400;\">Improve process <\/span><\/a><span style=\"font-weight: 400;\">efficiency\u00a0<\/span><\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Standardize documentation procedures\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Make documents easier to access\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Decrease security risks\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Ensure regulatory compliance\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Improve document visibility\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Centralize document storage\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Streamline information workflows\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">Decrease physical and digital clutter\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400; font-size: 14pt;\">and more! <\/span><\/li>\n<\/ul>\n<p>Thinking of taking on a DIY document management overhaul? Make your project a success by avoiding the <a href=\"http:\/\/www.rtgsolutionsgroup.com\/top-4-missteps-leaders-make-when-improving-business-processes\/\">Top 4 Missteps Leaders Make When Improving Business Processes<\/a>![\/vc_column_text][vc_custom_heading text=&#8221;WHY SO MANY BUSINESSES STRUGGLE WITH DOCUMENT MANAGEMENT&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_single_image image=&#8221;3617&#8243; img_size=&#8221;1110&#215;500&#8243;][vc_column_text]<span style=\"font-weight: 400;\">If good document management has so many benefits, why isn\u2019t it more common in the business world?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">After all, nearly everyone has experienced <\/span><a href=\"http:\/\/www.rtgsolutionsgroup.com\/problems-organizations-face-managing-documents\/\"><span style=\"font-weight: 400;\">document management problems<\/span><\/a><span style=\"font-weight: 400;\">. Shuffling through filing cabinets, digging through shared drives, re-writing reports because you can\u2019t locate the previous version, etc. We\u2019ve all been there!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So why is poor documentation so widespread? <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s the short answer: document management is difficult to master! And document management changes are even more difficult to implement.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now, here\u2019s the long answer: to effectively establish new document management workflows, leaders need a wide set of specialized skills. They have to know proven document management techniques. They must be <\/span><a href=\"http:\/\/www.rtgsolutionsgroup.com\/change-management-consulting\/\"><span style=\"font-weight: 400;\">change management pros<\/span><\/a><span style=\"font-weight: 400;\">. They must assess and map out current-state document processes.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">They must identify document workflow bottlenecks and know how to fix them. They must be able to select the right software for their business goals. They must have the time to manage this monumental project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Rarely can such a project be tackled internally. For this reason, the best way to improve document management workflow is to partner with a <\/span><a href=\"http:\/\/www.rtgsolutionsgroup.com\/document-management-consulting-firms\/#:~:text=RTG%20Solutions%20Group%20is%20a,your%20organization's%20document%20management%20processes.\"><span style=\"font-weight: 400;\">document management consulting firm<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span>[\/vc_column_text][vc_custom_heading text=&#8221;OUR APPROACH TO DOCUMENT MANAGEMENT WORKFLOW MAKE-OVERS&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_single_image image=&#8221;4022&#8243; img_size=&#8221;1110&#215;500&#8243;][vc_column_text]A good consulting firm won\u2019t just recommend a software for your IT team to implement. At RTG Solutions Group, we provide personalized, comprehensive consulting to make document management workflows a success.<\/p>\n<p>Here\u2019s what we\u2019ll do for your business:<\/p>\n<ul>\n<li><span style=\"font-size: 14pt;\">Map out your current processes<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Identify bottlenecks and inefficiencies<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Recommend technology solutions<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Test and <a href=\"http:\/\/www.rtgsolutionsgroup.com\/digital-consulting-services\/\">implement new technology<\/a><\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Establish new standard operating procedures (SOPs)\u00a0<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><a href=\"http:\/\/www.rtgsolutionsgroup.com\/create-an-effective-employee-training-program\/\">Create employee training\u00a0<\/a>for new SOPs<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Manage the project implementation<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Measure efficiencies<\/span><\/li>\n<\/ul>\n<p>At RTG Solutions Group, we won\u2019t just create a tailored document management workflow solution for your organization.<\/p>\n<p>We will also guide you through the implementation of your new workflow to ensure a seamless transition into your new system.<\/p>\n<p>In the process, we\u2019ll teach your team <a href=\"http:\/\/www.rtgsolutionsgroup.com\/5-ways-a-continuous-improvement-culture-helps-businesses-solve-problems\/\">continuous improvement<\/a> techniques with the <a href=\"http:\/\/www.rtgsolutionsgroup.com\/rtg-management-system\/\">RTG Management System<\/a>.<\/p>\n<p>Now that we\u2019ve outlined the wonders of efficient document management, let\u2019s jump into the perils of poorly managed documents.<\/p>\n<p>There are many risks of poor document control. Here, we\u2019ve highlighted the 4 most common consequences of poor management.[\/vc_column_text][vc_custom_heading text=&#8221;1. SECURITY BREACHES&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_single_image image=&#8221;4019&#8243; img_size=&#8221;1110&#215;500&#8243;][vc_column_text]In the digital era, information security is more important than ever. In fact,\u00a0<a href=\"https:\/\/hbr.org\/2020\/08\/a-cyberattack-doesnt-have-to-sink-your-stock-price\">Harvard Business Review<\/a>\u00a0reports that over 60% of Fortune 1000 companies experienced public data breaches in the last 10 years.<\/p>\n<p>No matter the industry, information security is important. Every business has access to sensitive information.<\/p>\n<p>Client information, transaction records, <a href=\"http:\/\/www.rtgsolutionsgroup.com\/how-4-data-driven-tools-can-improve-your-inventory-management\/\">inventory data<\/a>, and contracts. All these documents, and more, must be protected with up-to-date security measures.<\/p>\n<p>A\u00a0<a href=\"https:\/\/www.forbes.com\/sites\/forbestechcouncil\/2020\/07\/15\/when-it-comes-to-data-breaches-hindsight-is-2020\/#23caeaed6e83\">data breach<\/a>\u00a0or security scandal can permanently tarnish your business\u2019 reputation. It can also put your business at odds with industry regulations.<\/p>\n<p>When you have poor document management workflow, all of your sensitive data is at\u00a0<a href=\"http:\/\/www.rtgsolutionsgroup.com\/supply-chain-risk-management-consulting\/\">risk<\/a>.<\/p>\n<p>You should be able to control who can access, edit, share, delete and store every piece of <a href=\"http:\/\/www.rtgsolutionsgroup.com\/the-power-of-data-driven-decision-making\/\">business data<\/a>.<\/p>\n<p>Only an effective document management system can protect your business from a\u00a0<a href=\"https:\/\/www.researchgate.net\/publication\/335002124_The_Effect_of_Data_Breaches_on_Company_Performance\">data breach<\/a>.[\/vc_column_text][vc_custom_heading text=&#8221;2. COSTLY DOCUMENT ERRORS&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<span style=\"font-weight: 400;\">Weak document management can put your business at risk of significant financial loss. Don\u2019t believe us? Just check out this list of 11 of the <\/span><a href=\"https:\/\/www.rd.com\/list\/expensive-typos\/\"><span style=\"font-weight: 400;\">most expensive typos<\/span><\/a><span style=\"font-weight: 400;\"> in history!<\/span><\/p>\n<p>Just like a security breach, a document error can do serious damage to your organization\u2019s finances and reputation. Typos can result in misreported assets, <a href=\"http:\/\/www.rtgsolutionsgroup.com\/reeling-from-supply-chain-disruption-heres-a-3-step-approach\/\">supply chain disruptions<\/a>, coding malfunctions, and more.<\/p>\n<p>But it\u2019s not just typos you have to worry about. Misplaced files, outdated document versions, lost documents, and incorrect product listings can turn out to be very costly errors.<\/p>\n<p>Document errors and lack of version control can even result in regulatory\u00a0<a href=\"http:\/\/www.rtgsolutionsgroup.com\/compliance-training\/\">compliance<\/a>\u00a0violations.<\/p>\n<p>For this reason, it\u2019s imperative to establish air-tight quality control protocols for all documents.<\/p>\n<p>With a cutting-edge document management workflow system, you can protect your organization from costly information errors.<\/p>\n<p>Our experts at RTG Solutions Group will devise document processes that ensure you steer clear of costly errors for years to come.[\/vc_column_text][vc_custom_heading text=&#8221;3. PRODUCTIVITY LOSSES&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]We\u2019ve all experienced productivity losses from inadequate document management.<\/p>\n<p>When a business doesn\u2019t have streamlined document workflows, employees lose valuable time every day to process inefficiencies.<\/p>\n<p>Poor processes create redundancies, errors, bottlenecks, confusion, and frustration. All these things impair business productivity. This, in turn, hurts your bottom line.<\/p>\n<p>Moreover, document workflows tend to involve a lot of collaboration, and documents often connect different business departments.<\/p>\n<p>This means that productivity losses due to document management can reverberate throughout the company and slow down operations across the board.<\/p>\n<p>Revamping your document management workflow can free up time for your employees to engage in profit-maximizing tasks.<\/p>\n<p><em>Productivity is everything. Want to learn more about how to <\/em><a href=\"http:\/\/www.rtgsolutionsgroup.com\/5-pro-tips-to-improve-process-efficiency\/\"><em>improve process efficiency<\/em><\/a><em> in your business? <\/em><\/p>\n<p><em>Check out these articles: <\/em><\/p>\n<p><em><a href=\"http:\/\/www.rtgsolutionsgroup.com\/are-inefficient-processes-hurting-your-business\/\">Are Inefficient Processes Hurting Your Business?<\/a><\/em><\/p>\n<p><a href=\"http:\/\/www.rtgsolutionsgroup.com\/3-ways-to-measure-impact-of-process-improvement-efforts\/\"><em>3 Ways to Measure Impact of Process Improvement Efforts\u00a0 <\/em><\/a><em>\u00a0<\/em>[\/vc_column_text][vc_custom_heading text=&#8221;3. Loss of Clients and Customers&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]Finally, poor document management workflow can cost your firm clients and accounts.<\/p>\n<p>Poor document processes can drive internal operations into a constant state of chaos. When that happens, clients and accounts will inevitably notice. And a customer service crisis will soon follow.<\/p>\n<p>There are many ways that poor document management workflow can cost your business clients and accounts.<\/p>\n<p>If your organization loses or compromises an important client file, they may choose to work with your competitors instead.<\/p>\n<p>If customers feel their data is not safe, they may not feel comfortable using your services.<\/p>\n<p>Mismanaged files can also result in a breach of contract with accounts and vendors, leading to termination.<\/p>\n<p>Overall, effective document management is key to happy clients and quality service.[\/vc_column_text][vc_custom_heading text=&#8221;RAMP UP YOUR DOCUMENT MANAGEMENT WORKFLOW&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_single_image image=&#8221;4023&#8243; img_size=&#8221;1110&#215;500&#8243;][vc_column_text]It is evident that the risk of poor document control is simply too great to be ignored.<\/p>\n<p>A document management solution is sure to improve process efficiency across all departments, giving you a great bang for your buck.<\/p>\n<p>But be warned \u2013 implementing a new document management system can exacerbate inefficiencies if\u00a0not\u00a0done correctly!<\/p>\n<p>To ensure your documentation solution enhances productivity, there are several things to keep in mind:<\/p>\n<ul>\n<li><span style=\"font-size: 14pt;\">Select software that is compatible with existing business programs and processes<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Create an implementation plan that mitigates productivity losses during the transitional period<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Train all employees on the new processes to ensure adoption<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Track\u00a0<a href=\"https:\/\/www.researchgate.net\/publication\/50373240_Role_and_importance_of_key_performance_indicators_measurement\">Key Performance Indicators<\/a>\u00a0(KPIs) to measure the impact of your new document management workflow<\/span><\/li>\n<\/ul>\n<p><em>For more information on how to execute a document management change, check out our article:\u00a0<\/em><\/p>\n<p><a href=\"http:\/\/www.rtgsolutionsgroup.com\/5-steps-to-improve-document-management\/\"><em>5 Steps to Improve Document Management in Your Organization<\/em><\/a><\/p>\n<p><a href=\"http:\/\/www.rtgsolutionsgroup.com\/the-importance-of-business-process-documentation-in-times-of-crisis\/\"><em>The Importance of Business Process Documentation in Times of Crisis<\/em><\/a>[\/vc_column_text][vc_custom_heading text=&#8221;CONCLUSION&#8221; font_container=&#8221;tag:h3|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]Efficient document management workflow can breathe new life into day-to-day business operations.<\/p>\n<p>Implementing a cutting-edge <a href=\"http:\/\/www.rtgsolutionsgroup.com\/6-steps-to-create-an-effective-document-management-strategy\/\">document management strategy<\/a> will help your business avoid major liabilities like security risks, costly errors, productivity losses, and compromised client relations.<\/p>\n<p>However, document management change is not an easy feat! Working with an experienced document management consultant can help your business transition seamlessly into a new era of efficiency.<\/p>\n<p>Is your business experiencing document challenges?<\/p>\n<p>RTG Solutions Group can assess your firm\u2019s needs and establish a customized document management workflow.<\/p>\n<p><a href=\"http:\/\/www.rtgsolutionsgroup.com\/contact-us\/\">Contact us<\/a>\u00a0today to speak with our experts![\/vc_column_text][vc_empty_space][vc_column_text][\/vc_column_text][\/vc_column][vc_column width=&#8221;1\/4&#8243;][stm_sidebar sidebar=&#8221;311&#8243;][\/vc_column][\/vc_row][vc_row full_width=&#8221;stretch_row&#8221; el_class=&#8221;third_bg_color&#8221; css=&#8221;.vc_custom_1566094721980{margin-bottom: -60px !important;background-color: #308c36 !important;}&#8221;][vc_column][vc_cta h2=&#8221;Not sure where to start on improving your document management process? We can help.&#8221; h2_font_container=&#8221;font_size:20px|color:%23ffffff|line_height:24px&#8221; h2_use_theme_fonts=&#8221;yes&#8221; shape=&#8221;square&#8221; style=&#8221;custom&#8221; add_button=&#8221;right&#8221; btn_title=&#8221;Call Us Today!&#8221; btn_style=&#8221;outline&#8221; btn_color=&#8221;white&#8221; btn_align=&#8221;right&#8221; btn_i_align=&#8221;right&#8221; btn_i_icon_fontawesome=&#8221;stm-phone6&#8243; use_custom_fonts_h2=&#8221;true&#8221; btn_button_block=&#8221;true&#8221; btn_add_icon=&#8221;true&#8221; el_class=&#8221;third_bg_color&#8221; css=&#8221;.vc_custom_1603897917800{margin-bottom: 0px !important;}&#8221; custom_background=&#8221;#308c36&#8243; custom_text=&#8221;#ffffff&#8221; btn_link=&#8221;url:https%3A%2F%2Fwww.rtgsolutionsgroup.com%2Fcontact-us%2F|title:Contact%20Us|target:%20_blank|&#8221;][\/vc_cta][\/vc_column][\/vc_row]\n<\/section>","protected":false},"excerpt":{"rendered":"<p>[vc_row][vc_column width=&#8221;3\/4&#8243;][vc_single_image image=&#8221;4021&#8243; img_size=&#8221;1110&#215;500&#8243;][vc_column_text]Is document management workflow giving you a headache? You\u2019re not alone. Many businesses struggle to implement solid document processes. Documents underlie\u00a0everything\u00a0an organization does. As a result, shoddy document processes can lead to daily frustrations. But poor document control is more than just an annoyance. It can result in costly mistakes. Consider all<\/p>\n","protected":false},"author":1,"featured_media":4021,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[100],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>4 Biggest Risks of Poor Document Management Workflow<\/title>\n<meta name=\"description\" content=\"Document management workflow is a system used by organizations to create, update, secure, organize, store, and share documents.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.rtgsolutionsgroup.com\/3-biggest-risks-of-poor-document-management-workflow\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" 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