How organised is your
organisation, really?

How documents enter your organisation

• Important documents arrive via multiple channels (mail, email, fax, portal) with no central capture point
• Paper documents pile up before being scanned or filed
• Email attachments containing important documents stay in individual inboxes
• There's no consistent process for capturing documents at their source
• Documents are often recreated because originals can't be found
• We rely on individuals to remember to file documents properly

How documents are stored and structured

• Documents are scattered across multiple systems, drives, and physical locations
• Different departments use different filing systems and naming conventions
• We have documents in storage that no one has accessed in years
• Finding a specific document often requires asking multiple people
• We couldn't quickly find every document for a specific customer, project, or matter
• Version control is a problem — we're not always sure we have the latest document

How documents move through your organisation

• Approvals wait in email inboxes for days (or longer)
• There's no visibility into where a document sits in the approval process
• Important documents get stuck because approvers are unavailable
• We use email threads to track approvals — and sometimes lose the thread
• There's no automatic escalation when approvals run overdue
• We can't easily produce an audit trail of who approved what and when

How documents get signed

• We still print, sign, scan, and email documents for signatures
• Deals or processes are delayed waiting for physical signatures
• Signed documents sometimes get lost between signing and filing
• We can't easily track which documents are out for signature
• Remote or traveling staff create signature bottlenecks
• We're not confident all signed documents are stored properly

How documents are protected and retained

• We're not confident all sensitive documents have appropriate access controls
• Retention policies exist but aren't consistently enforced
• We couldn't quickly retrieve documents if our main systems went down
• Physical document storage is consuming significant space and budget
• We're uncertain we're meeting all regulatory requirements for retention
• Audit trails for document access are incomplete or don't exist

How documents are found when needed

• Finding a specific document takes more than a few minutes
• Audit preparation requires days or weeks of document gathering
• We've missed deadlines because documents couldn't be found in time
• Staff frequently interrupt colleagues to ask where documents are
• Customer or client document requests take hours to fulfil
• We've had compliance findings related to document availability

What documents are costing you

• We have dedicated staff whose primary job is managing documents
• Printing and paper costs are significant budget items
• Physical storage (filing cabinets, offsite storage) is a notable expense
• We've purchased document management software but adoption is low
• Professional staff spend significant time on document-related tasks
• We've incurred costs from lost, misfiled, or mishandled documents