Document management: what is your organisation’s level of maturity?
With the surge in data and rising regulatory requirements, mastering document management has become a strategic priority.
Document management — a strategic issue too often underestimated
An organisation’s expertise relies as much on the collective experience of its staff as on its information assets. Yet the constant increase in data volumes and the rise of remote working are generating a proliferation of documents, creating what Coexya calls “digital clutter”: files accumulated in a disorganised manner, poorly identified, stored in inappropriate spaces, often in multiple versions.
Three concrete risks for your organisation
Poor document management exposes your organisation to real, measurable risks. In terms of regulatory compliance, failing to control personal data exposes you to GDPR non-compliance and CNIL sanctions of up to €10 to €20 million or 4% of global annual turnover. In terms of productivity, according to Coexya’s estimates from studies on document process improvement, searching for information costs on average ten times more than producing it — and a well-structured naming convention can save 80% of the time spent searching. In terms of costs, over-retention of documents and the multiplication of storage spaces (email, SharePoint, shared drives) generate avoidable expenditure; with a controlled document management approach, the time spent processing a file can be reduced by a factor of 2 or even 3.
The Coexya approach — diagnose before acting
Coexya’s IDS (Ingénierie Documentaire et Solutions) division supports its clients in Enterprise Content Management (ECM) projects across four key areas: document digitisation (Capture), business process optimisation (BPM), electronic document management (EDM), and electronic archiving systems (EAS). The approach set out in this white paper is based on the principle that document maturity levels vary from one organisation to another — and that self-assessment must come before strategy.
This white paper was written by Thierry Georges, ECM Division Director at Coexya, and Marine Cesaire, Functional Consultant at Coexya, and provides a structured maturity diagnostic along with the first concrete steps to implement.
Assess your organisation’s level of maturity using our self-assessment questionnaire
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