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6 common mistakes in document management

Posted by Laura Heisch on 24/03/2016

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 Document Management often requires a high administrative effort and organisation, Bringing several parties to work together on the same document, numerous issues can arise, occurring most of the times at the expense of the participants. Here are the most frequent issues occuring when managing documents without a central document system:

1. No status quo

One of the main challenges in handling documentation is to keep track of all the documents, constantly knowing which ones of them are open/pending, overdue or even expired. Ongoing documentation can easily sink into administrative chaos and important data get lost. This could impact the quality of an entire documentation system and severly harm a business during an audit.

2. No expiration dates overview

Many documents such as supplier related documents (BRC, ISO certificates,...) have an expiration date. Losing track of these deadlines can lead to keeping outdated certificates and could jeopardize a whole business. For this reason, an overview is capital to send in time new document requests to the suppliers and always have the right documents.

3. No central organisation & responsabilities distribution

In most organisations, the quality mangement and purchaising teams are working together on suppliers and products related documentation. Nevertheless, tasks and responsibilites within each departements have often not been clarified, leading to an inefficient work distribution and increasing the possibility to have tasks done twice - or not at alll.

4. No active supplier collaboration

An efficient and high-quality document management deeply depends on a good supplier management. We can generally identify different types of suppliers but most of them, identified as standard suppliers, will not work proactively. They will need from their customers several requests and reminders to provide them with the inquired documents, costing a lot of time and energy.

5. No archiving system

Most of the collected documents will not be used after a certain period of time. Nevertheless, they have to be kept for a specific time period and ready to hand in at any time because of legal requirements. An efficient and homogeneous archiving system can help organising and not loosing ongoing and outdated documents.

6. No consistent document management system

In many companies and industries, documents are collected through different communication channels. Some suppliers send their documents via mail, while others send the requested information via post or fax. If no uniform document management system has been setup to centralize all the information, a part of it can get lost or hard to recover, necessiting another document request and costing again time and energy.


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Tags: Insider, for supplier manager