Document management: measuring maturity to better leverage information
Expert insights: Why is document management a strategic issue?
Document management is now a strategic performance lever. However, few organisations really know where they stand and where to start. Between the explosion in data volume, the expansion of information systems, regulatory requirements and the transition to more responsible digital technology, assessing your level of document maturity is becoming a key step in structuring, securing and leveraging information. Marine Césaire, functional consultant at Coexya, shares her analysis with us.
Why is document maturity a strategic issue?
An organisation’s expertise relies as much on its talent as on its information assets. In a context where documents, production and storage spaces are multiplying and becoming increasingly dispersed (emails, shared servers, collaborative platforms, etc.), companies are faced with growing digital clutter: duplicate files, multiple versions, lack of classification, etc.
This disorganisation undermines regulatory compliance, productivity and service quality. Adopting a structured approach to document management means, above all, regaining control over your information assets and securing them.
Three key drivers: security, productivity and cost control
Effective document management is not just a question of tools: it is a comprehensive approach that includes organisation.
- Security and compliance: controlling sensitive data and complying with the GDPR and various standards avoids heavy penalties and strengthens internal and external trust.
- Productivity: according to estimates, searching for information costs ten times more than producing it. Appropriate structuring can reduce search time by 80% and increase job satisfaction.
- Cost optimisation: by eliminating duplication and adapting storage space to usage (cold or hot), organisations gain efficiency while reducing their environmental footprint.
Assessing maturity to develop a realistic roadmap
Before investing in new tools, it is essential to understand your document maturity level in order to undertake the necessary projects.
This assessment allows you to identify the organisation’s strengths and weaknesses and establish a prioritised action plan based on issues such as security, compliance and operational efficiency.
At Coexya, this diagnosis is initially based on a maturity questionnaire that allows each organisation to assess itself according to four levels:
1. An initial level, where practices are heterogeneous and informal
Document management is largely based on individual habits.
Documents are stored in a haphazard manner, without common rules or governance. The result: a large digital mess, increased compliance risks and wasted time searching for documents.
2. An intermediate level, marked by the emergence of benchmarks and initial common structures
The organisation begins to define benchmarks: common tree structures, document templates, initial naming conventions, etc. Practices are gradually being harmonised, even if their application remains partial. Document management is becoming more consistent, but is still fragile.
3. An advanced level, in which processes are generally stabilised and consistent
Document management rules and procedures are clearly established and generally respected. Workflows, lifecycles and classification are structured. The quality of information is significantly improved, and compliance is better ensured.
4. And finally, a mastered level, characterised by integrated, reliable and controlled document management.
Document management is fully industrialised, equipped and controlled.
Processes are aligned with business, security and compliance issues.
The organisation makes full use of its information assets. It can focus on improving and optimising what it has put in place.
By asking a few questions, it is possible to gain a clear picture of priorities in order to determine the next steps towards optimised document management.
Towards a more sober and intelligent digital world
Document management is now part of a sustainable and responsible approach.
Structuring, centralising and securing documents also paves the way for emerging technologies such as artificial intelligence and semantic search.
About the expert
Marine Césaire is a graduate of ENSSIB (Master’s degree in Digital Archives). She has been working as a Functional Consultant at Coexya since 2022. Specialising in ECM environments and document management, she supports project implementation and solution development, acting as a liaison between business needs and technical teams.
