Rakesh’s Document Management Story!

Story of Rakesh

Rakesh is an office boy. He earns Rs.15000 a month. His job description is to “File & manage documents.” His work requires him to;

1. Collect paper copies of documents from employees, an accountant, various departments in his company, the boss, his secretary, the HR head, etc.
2. He collects documents such as invoices, government notices, employee performance reviews, insurance records, bank statements and many other documents that a company is required to keep.
3. He stores physical copies of these documents in file folders and boxes or scans these documents and stores them on a “google drive.”

That is his job!

Rakesh’s Challenges

However, when;

1. He is asked to retrieve an important government document. He can’t find it. He does not know which folder he placed it in. He is not an avid computer user. He does not know how to perform advanced search and look for a certain document. Did he even name the scanned document properly?
2. He is asked to support an audit – because he is in-charge of “managing documents”. He takes out boxes and boxes of documents and presents the auditor with documents and insights into your company more than the auditor cares for. Or more importantly more than you want an auditor to see.
3. And what if Rakesh falls sick or finds another job with another company to manage their “documents.”

And one would think that this is the state of affairs of a small business in India. It is every business – small or large, even a multinational corporation’s document management is faced with this nightmare in India and globally.

Current State of Document Managements

The current method of managing documents however necessary is archaic, manual, resource intense, time consuming, unorganised, inefficient. All the attributes that modern India is looking to shun. 

If the above story did not breakdown the systemic challenges, here is a brief summary of the problems;

1. Ineffective: You can’t get them the moment when you want them. 
2. Time consuming: It takes time to collect, scan, file, store documents.
3. Costs Money: Both human labour and time is spent in creating, collecting and managing.
4. Frustrating: To collect a document it takes a minimum of 3 touch points if not more. And have to employ multiple methods like making phone calls, SMS messages etc
5. Inconvenient: The priority of the person looking for the document may not be the same as the person collecting or retrieving the document.
6. Not Earth Friendly: Current practices push organisations much farther away from carbon neutrality.

The Solution – docGuru

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