Software Company SQL View

document management system business continuity

Ensure Revenue Is Not Impacted When Your Key Worker Leaves

Your employees may leave eventually. The possible reasons? Too many to count. New family arrangements, desire for a new environment, mid-life crisis, being headhunted to a new role with higher remuneration (that you cannot match) and many more.

As bosses & supervisors, we understand and pray that departure is the best decision made for themselves and their families. We bid them farewell and wish them the very best. On our plates, we need to quickly find a new helper, ensuring that the company is able to continue functioning with minimum impact to revenue.

Today is the day

Today is the best time for leaders to prepare for the eventual departure of workers. We do not want to be caught unprepared, resulting in rushed handover with bits of puzzles that newcomers have to pick up. The key idea is to ensure that the new person coming in can quickly pick up the ropes and background of ongoing cases, with minimum impact to our treasured customers and colleagues.

Other than the aptitudes and skills to get the job done, the new person needs the historical files and reference materials to get things going. Example: past contract for referencing the details of engagements or to prepare for upcoming audits.

This is where an Electronic Document Management System (EDMS) comes in. It is a cornerstone system in facilitating productivity, corporate governance & business continuity.

What is a Document Management System?

A Document Management System is a central repository where folders and access rights are pre-created and controlled by administrators (often with the help of certified consultants during the implementation phase). The folder hierarchy mirrors the setup of the company with divisions, departments, sub-departments, and teams. As every company is different, folder structures may not be similar across different companies. Consultants will understand the process flow within each company and recommend the sweetest setup that is intuitive and practical for the employees.

Crucial documents of all formats are filed by every employee into the proper folders and sub folders. Crucial documents include agreements, minutes of meetings, email correspondences and well as the attachments within emails (Most reputable Document Management Systems performs the function of Email Management Systems as well.) Administrators control the creation of folders and support with the creations of new folders. Administrators will ensure that there is no duplication of folders; or folders that serve the same function. The Document Management System will at the same time carry out de-duplication to ensure that the same document is not uploaded twice by different users within the same folder. These 2 mechanisms work together to ensure that there is a single source of truth. There are no duplicates of the same document that will confuse users, casting doubts if a particular file is the latest version. Newer versions of the same document will be filed on top of the older versions with the proper version control. Users can track back to see the older versions and know what changes are made.

Business Continues

This intuitive central filing platform provided by an EDMS allows incoming staff to find past documents and information easily, to ensure business operations are not disrupted. It also prevents the loss of documental evidence crucial for the company to pass audit processes. Lastly, the strong security of EDMS protects the company from incidents of data leaks that are detrimental to reputation and shareholder confidence.