J.H. Bennett Records Management

Document Management Checklist

Below is a simple checklist that reflects some of the business problems JHBRM can help you solve, and will help you determine where inefficiency may be hiding in your organization.

Download the .pdf version

Customer Service
External
Customers are frustrated with how long they have to wait for information.
Supplying requested documents to customers is very time consuming and costly.
Customer service reps have increasing difficulty managing papers and files on their desks.
Internal
We do not have a comprehensive document retention and destruction policy.
Our attorneys have expressed concern related to our document retention procedures or lack thereof.
Employees spend a great deal of their time retrieving and filing documents.
Employees are confined to cramped workspaces, while file cabinets and banker boxes consume increasingly more and more floor space.
We have no disaster recovery plan for paper documents.
We have no disaster recovery plan for data.
Employees continually find ways to sidestep company business policies and procedures.
We experience inaccuracies and errors that occur due to searching through large reports or files for information.
We have lost business or lost potential customers because of lost or misplaced documents that have "slipped through the cracks".
Our dependency on paper files results in needless duplication, increasing our cost and creating disorder.
Efficiency
We waste valuable man hours faxing and re-faxing documents.
Our billing is requiring more time as our existing customer base expands.
The paper process has a number of inefficiencies that prevent growth and force us to add staff and infrastructure.
Office documents such as Word or Excel and even emails are becoming increasingly difficult to organize.
Turnover is increasing due to an imbalance of workload.
We are continually challenged with the need to share information from department to department.
Losing or misplacing files has cost us time and money.
Monitoring the workload of employees is difficult and requires an inappropriate amount of time from managers.
The amount of paper we generate by copying and printing information for internal use is frustrating, yet it continues to increase.
Security
We are currently unable to monitor access to sensitive documents, or are unable to monitor access to the degree required by industry standards.
Employee theft of customer and account information has caused irrecoverable damage to my company.
We are finding an increased need for remote access of mission-critical documentation.
It's becoming increasingly difficult to control who accesses critical documents, and when.
I continually see duplicate copies of seemingly controlled or proprietary documents accessible on employees' desks.

ProWebsite provided by newline Creations