Document Overload Is Taking Over Organizations

 
 
By Dennis McCafferty  |  Posted 07-06-2016 Email
 
 
 
 
 
 
 
 
 
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    Document Overload Is Taking Over Organizations
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    Document Overload Is Taking Over Organizations

    Controlling, tracking and protecting documents have become more difficult in an age when they can be duplicated and distributed across global networks within seconds.
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    Doc Addiction
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    Doc Addiction

    93% of professionals consider themselves document-dependent, and 52% are "highly" dependent.
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    Proliferating PDFs
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    Proliferating PDFs

    83% said that today's "accelerated pace and connectivity of business" is requiring them to produce, share, manage and distribute more docs than in the past.
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    Doc Drivers, Part I
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    Doc Drivers, Part I

    42% said the need to document and formalize processes, policies and practices is driving a need for more docs, while 33% cite increased business complexities and more partnerships/deals.
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    Doc Drivers, Part II
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    Doc Drivers, Part II

    32% said the increased number for versions required for a doc to be "final" is driving a need for more docs, while 26% cite greater compliance and regulatory oversight.
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    Most Popular Doc-Related Cloud Functions Sought
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    Most Popular Doc-Related Cloud Functions Sought

    Doc retrieval: 54%, Doc updates/refreshes: 54%, Doc changes notifications: 36%, Doc tracking (as to who is opening or editing one): 36%
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    Top Doc Challenges
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    Top Doc Challenges

    Security: 84%, Lost time searching for misplaced docs: 59%, Risk or issues associated with people using the wrong version of a doc: 36%
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    Keeping Tabs
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    Keeping Tabs

    77% of survey respondents said it would be beneficial to track receipt, readership and location of PDF docs, with 52% indicating this will ensure integrity, trust and an audit trail.
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    Accountability Enhancement
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    Accountability Enhancement

    44% said this kind of doc tracking will help them conform with rules, regulations and controls, while 38% said it will help them remove outdated and/or incorrect docs from circulation.
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    Top Types of Business Docs
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    Top Types of Business Docs

    Legal contracts and agreements: 45%, Price quotations, bids and request for proposal responses: 34%, Ongoing business communications: 31%, Education/training materials: 26%
 

With industry research revealing that there are more than 2.5 trillion PDFs created every year, organizations are drowning in docs. In fact, the majority of professionals indicate that the current, nearly relentless pace of business—coupled with ceaseless tech connectivity—is requiring them to produce and manage more docs than ever, according to a recent survey from the Business Performance Innovation (BPI) Network and Foxit. The resulting report, titled "Dealing with Document Deluge and Danger," states that an increasing number of docs are being produced to satisfy the need to document and formalize processes, policies and practices, while helping manage growing business complexities (such as those created by mergers and acquisitions). The abundance of docs has raised considerable concerns about information security, while creating bottlenecks in the form of lost time due to misplaced docs or "wrong versions" being mistaken for correct ones. "Controlling, managing, tracking and protecting documents has become a more difficult challenge in an age when they can be duplicated and distributed across global networks within seconds," according to the report. "Tracking them, making sure they're up to date, verifying their authenticity and ensuring they're not in the wrong hands—while also expediting their creation, modification, approval and distribution—is a vexing issue for almost all of us." CIOs and their tech teams should know that cloud solutions—especially those which enable users to retrieve, update and post change notifications—would help, according to findings. An estimated 500 global professionals took part in the research.

 
 
 
 
 
Dennis McCafferty is a freelance writer for Baseline Magazine.

 
 
 
 
 
 

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