Do You Need Document Management?
To help you answer that question, try a quick round of 20 Questions...
1. Can each member of your group quickly find any relevant document created by any other group member?
2. If not, how long does a typical "document quest" take?
3. How often is your staff obliged to embark upon document quests?
4. Can you call up a list of documents and, simply by looking at the list, know the nature of each?
5. Is it clear which client any given document is associated with from the file name?
6. Can you quickly divine the content?
7. Are documents consistently labeled and stored?
8. Can you easily gather together desired documents that happen to be physically dispersed throughout your network?
9. Do you have a single point of access to your document repository, such that a single query will turn up all relevant documents regardless of physical location, format, and source application?
10. Can you count on key staff members having the capability to view any document, regardless of source application (e.g. spreadsheets, graphic files, word processing documents, database tables, etc.)?
11. Can you control who can see each document? Who can edit documents?
12. Do you have a detailed record delineating every action taken by every user on your system with respect to every document in your repository?
13. Do obsolete files linger on, consuming space, requiring nightly backup?
14. Are key historical documents missing in action?
15. Have three people taken the same document home over the weekend, only to cancel out each others' changes on Monday mornings?
16. Can you quickly call up a list of documents related to a particular Matter? Or by a specific Author?
17. Can you continue to work while your network is down, without missing a beat?
18. Can you quickly locate any document in your firm associated in any way with say, ice cream trucks?
19. Is there ever any doubt as to which copy of a document is the authoritative version?
20. And whose document is that anyway!
If you are not fully satisfied with your answers to these questions, then it's time for document management. It's time for WORLDOX!
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