Imagine this: your team is spending more time managing documents than actually using them. Those SharePoint workflows that once seemed sufficient are now creating bottlenecks. And with multiple storage systems piled up from recent acquisitions, version control is turning out to be a challenge. In fact, revenue losses from document inefficiencies can reach 20-30% annually so it's no surprise that growing companies are inevitably reaching a point where traditional Document Management Systems (DMS) no longer meet their needs.
This blog will walk through the signs that it’s time to move beyond these tools, explore the hidden costs of sticking with the status quo, and provide a framework to evaluate your next steps toward enterprise document control.
Signs you've outgrown traditional document management
Traditional document management can no longer keep up with the growing demands of today’s business needs. If your system feels outdated or inefficient, it may be time for an upgrade.
Merger and Acquisition Challenges
As companies expand, merging different document management systems becomes a challenge. When legacy network drives and outdated SharePoint environments coexist without proper integration, teams struggle with version control issues and inconsistent security protocols. This fragmentation isn't merely inconvenient—it's costly. Post-merger productivity can plummet due to these document management inefficiencies, underscoring why a unified approach to information governance isn't just advantageous—it's essential for maintaining operational continuity.
Version Control Red Flags
Have you named a file "Final_v3_REAL_FINAL.doc"? You’re not alone. Unstructured version control can lead to muddled audit trails and further miscommunication and delays. When document management systems aren't integrated, employees frequently work with outdated files, causing multiple versions to circulate through endless email threads. Meanwhile, forgotten credentials to various systems lock away critical information, forcing team members to waste valuable time recreating documents that already exist. Surveys have shown that almost two-thirds of respondents have recreated documents because they couldn’t find the original.
Collaboration Bottlenecks
Fortune 500 companies lose an average of $12 billion on their employee productivity per year due to unstructured document management inefficiencies. When teams are forced to wait for file permissions or must resort to manual cross-department transfers in place of an automated system, collaboration suffers. Remote workers, in particular, face challenges accessing documents through clunky VPNs or outdated systems.
Compliance Concerns
Compliance failures can cost organizations a whopping $14.8 million annually. As regulatory requirements tighten, maintaining a defensible version history is no longer optional. Forward-thinking leaders who proactively address these requirements will gain both peace of mind and competitive advantage in an environment where information governance directly impacts bottom-line results.
The Real Cost of Maintaining Status Quo
Unstructured data, which makes up 70-80% of enterprise information, significantly complicates document control, limiting organizations' ability to both leverage its potential and manage associated risks.
IT teams burn resources managing storage across disjointed platforms while employees waste hours searching for documents. Training new hires on multiple disjointed tools can drive up onboarding costs, while redundant storage expenses from non-modernized systems can strain budgets.
Technical shortcomings in legacy systems can create multiple risks:
- Version control errors derail deliverables and expose the organization to non-compliance penalties.
- Fragmented backups increase the risk of critical data loss.
- Security gaps in outdated systems leave sensitive information vulnerable to breaches.
- Project delays erode client trust.
- Employee frustration fuels turnover.
- Missed opportunities stall growth.
Strategic Considerations for Your Next Move
Before transitioning to an enterprise document control system, it is crucial to consider several factors:
- Decide whether to build a custom solution or leverage an established platform.
- Assess internal resource needs, including security, compliance, and workflow integration.
- Ensure the system is scalable to grow with your business.
- Plan for change management and user adoption.
- Understand the total cost of ownership beyond the initial setup.
The Managed Service Alternative
As organizations face increased document management complexity, consider a managed service alternative. It can offload your document control challenges while streamlining operations, allowing your team to focus on core business functions.
Operational Benefits
For many organizations, shifting to a managed document control service offers a more scalable, cost-effective, and secure solution. In fact, many organizations are now relying on managed services for critical apps, records, and sensitive data storage—a shift that makes this approach a timely and strategic solution to consider.
The benefits are substantial, as managed services provide immediate access to standardized workflows for document control, versioning, compliance audits, and automated backups —all while offering predictable, subscription-based pricing. This approach accelerates ROI and ensures that the document control system remains current with industry standards and regulations.
Strategic Advantages
When you offload document control to a managed service, your internal teams unlock several concrete benefits. Firstly, internal teams are freed up to focus on strategic decision-making and improving customer experiences, rather than getting bogged down by administrative tasks. Marketing departments, for instance, can reduce campaign launch delays through instant access to approved assets—freeing bandwidth for innovation and customer retention strategies. Additionally, a specialized team can ensure your document control processes remain compliant with evolving regulations. This proactive approach not only streamlines operations but also drives faster, more informed business decisions.
Implementation
Managed services offer built-in compliance expertise and regular security updates. Successful implementation typically involves a phased rollout, change management support, comprehensive user training, and dedicated transition teams to ensure a smooth onboarding process.
Enterprise document control represents a strategic transformation that directly influences efficiency, compliance, and security. The cost of waiting is too steep to ignore. Talk to our experts today!
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