Why is it so essential to optimize document control?

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Normally, the corporate routine is very hectic, which means that some processes and protocols end up being left aside so that one can focus on activities that need a little more speed. In the midst of short deadlines, responsibilities that cannot be neglected situations and emergencies, the organization can be left for later. This means that activities, such as document control, can be penalized. Although it is of great importance, few people generally pay attention to this type of issue. To better understand why it is necessary to pay attention to document control, it is worth checking some of the types of losses that the lack of this control can cause. Decreased productivity A document that is not found at the correct time, no matter how simple it is, leads to a decrease in productivity. Something that could have been done in a minute or two could take much longer. Remember that time is an extremely expensive resource for companies. Whether in a physical or digital file, everything that is saved has a reason for not being discarded.

Often, the lack of a file at the right time phone number data may require more people to help with the search. The minutes (or even hours) spent by everyone to locate the item involve the use of time and personnel who, in turn, could take care of other activities. Risk to information security Another serious problem that can occur when there is a lack of care with document control is the compromise of information security . In this aspect, there are two types of concerns. The first of these is the dissemination of confidential data. Controlled access to information needs to be well managed so that competitive advantages and strategies are not passed on in a way that causes damage to the business. The other point of attention is in relation to data loss. Due to loss of documents, poor conservation or disorganization, documents may become unavailable and the lack of information contained in them can generate major headaches, such as delays in processes, loss of guarantees, among others.



Cost increase When we say that the lack of a document ends up causing a decrease in productivity, we must also realize that, in one way or another, there is an increase in the cost of the company's operation. The time lost in searching for information directly implies a resource spent inappropriately. Furthermore, there is also, in some cases, the need to redo procedures. This rework drains hours of service that should be applied to other tasks. All this without mentioning the loss of commercial opportunities due to the simple lack of certificates, permits, authorizations, protocols, receipts, powers of attorney and the like. To optimize document control, avoid waste of time and resources and ensure the good functioning of the company, the ideal is to adopt methodologies that guarantee organization and daily routine. There are solutions already thought out and very well structured so that your company has peace of mind and that day-to-day agility is guaranteed. day.