Guidelines for Managing Electronic Documents in Australian Government Agencies - The case for better document management

Copyright © Commonwealth of Australia 1995

1. THE CASE FOR BETTER DOCUMENT MANAGEMENT
   1. BENEFITS OF GOOD DOCUMENT MANAGEMENT
   2. COST OF POOR DOCUMENT MANAGEMENT
      1. Tangible Costs
      2. Intangible Costs : consequences of inability to access documents

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The case for better document management

There is a tendency to regard the proper management of electronic documents as an additional cost, involving the purchase of additional software and the cost of extra time and thought when creating and working on electronic documents. However, good management of electronic documents will bring benefits not offered by paper-based systems, while poor management will incur real and ongoing costs.

BENEFITS OF GOOD DOCUMENT MANAGEMENT

• faster and more effective retrieval;
• greater accountability.
• Better corporate memory and support for a common corporate view.

COSTS OF POOR DOCUMENT MANAGEMENT

• time wasted searching for electronic documents stored without adequate planning for future retrieval or that have been deleted by mistake due to inadequate document
• retention procedures;
• time wasted due to use of an incorrect version of a document;
• storage wasted on unnecessary and uncoordinated multiple copies or documents that could be deleted if disposal schedules were in place.
• law suits which cannot be adequately defended because vital information stored in electronic documents, such as contract details, cannot be retrieved;
• loss of business due to inability to provide information which should have been kept in safe storage;
• lack of common corporate view caused by information stored in electronic documents not being available throughout the organisation;
• embarrassment to the agency and lossof client confidence.