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Managing the document disconnect - Part II

Monday, May 25, 2015
PART II: Managing the document disconnect with TagMyDoc

In the first instalment of our post on the document disconnect we explained the phenomenon and its cost.

We will now list some of the problems identified by  the IDC report, that business' face and how TagMyDoc can help solve them.

With TagMyDoc, your documents can be accessed using any device and the information you need will always be the right one, even if it changes at the very last minute.

Take the example of John, who works for company X.

This morning John has a meeting with a client to submit an offer. Earlier this morning, the price for a commodity changed. John’s coworker Sacha changed the price on his version and emailed it to everyone, but John was already at the meeting. Now, if John did not have TagMyDoc, he may have not presented the right information to the client. But John has TagMyDoc and when he opened up the contract to present it to his client, he had access the new version, since it had been secured with the TagMyDoc technology.

Now let’s say John only has a hard copy of the contract, what would happen? With the Validating Tag, which will have been place on the contract, John could use his phone to verify if the hard copy he has with him, still contains accurate information and if need be, bring the changes he was not aware of.

Now let us say that John simply e-mailed the document to his client, but sent the wrong version of the file because his desktop looks like this:

Considering that your document now carries the TagMyDoc tag, your collaborators don’t have to be using the same applications or document management system to access the information you want them to have. No matter how much the document travels around or is modified by others, everyone will always have a way to access the latest version of it.

It does not matter if you, your collaborators or your clients are using a computer, a tablet, a phone or
a hard copy, as long as you have an internet connexion,  everyone will always be on the same page!

Try TagMyDoc Now for Free!

Managing the document disconnect - A three part series

Tuesday, May 19, 2015

What’s the problem?

Most of us have been faced with the tedious task of finding the right version of a document or worst working with the wrong document/information which invariably brings us two steps backward. Frustrating, both for the employee and the employer.

In a study funded by Adobe, the International Data Corporation (IDC) analyzed the problematic that is the organization and retrieval of information.

The proliferation of digital files, in regards of quantity (Ver.1, Ver.2, Ver.3, to ∞ and beyond) and support (iPad, Android Tablet, personal/work computer…) has created a situation where people have difficulty sharing the right information with the right people at the right time. In other words, companies and corporations are facing the document disconnect.

51% of the people surveyed report misfiled or lost documentsAccording to this study, this phenomenon jeopardizes the efficiency and the productivity of companies. 51% of the people surveyed report misfiled or lost documents and 43% say they must use several disk systems/application and often have to copy/paste or rekey information to get it to the right person. But concretely (in $ terms) what does this mean?

Some studies have cited that employees lose around 15-18* minutes resolving their document related issues per document. Assuming that only one document is searched for in a day, this means that for an employee paid $20 an hour, the employer spends around $6 a day, $30 a week, $120 a month and $1,320 a year on “document management”. And we have not even taken into account the cost of working with the wrong information (impact on client-company relations, set backs on projects etc.).

Considering the increasingly competitive nature of the modern market, increased productivity means better managed resources. Reducing the impact of the document disconnect can give a corporation that extra edge which can put it ahead of its competitors. Here at TagMyDoc, we have created an application that eliminates multiple aspects of the document disconnect problem.

In the next chapter, TagMyDoc vs. The Document Disconnect.

*Enterprise Content Management (ECM) and Document Management Research Data

The newest version of TagMyDoc for Office is now available!

Wednesday, March 19, 2014

We worked very hard in last few months to offer you the latest & greatest TagMyDoc for Office. Tag documents directly from your favourite Office application’s ribbon such as Word, Excel & PowerPoint.

Download TagMyDoc for Office

Free of charge, you can:

  • Save, tag and store your documents in the cloud with one easy click directly from the ribbon;
  • Instantly convert them to a PDF to get the optimal mobile experience for your documents;
  • Share your document via email or your favorite social network from the ribbon.

Convenient isn't it? Well, yeah!

If you already installed the first version, don't worry about it. Installing the newest version will overwrite the existing one.

What's New?

  • New look & feel
  • Faster & smarter tagging
  • Create folders
  • Fixed several bugs

Addressing Content Chaos with TagMyDoc

Thursday, October 17, 2013
A major problem in the Enterprise Content Management industry is called Content Chaos. But what is Content Chaos?

It is the inability to effectively manage the content of the business. By content, we mean all kinds of data in the form of a file or a document. The problem is that these documents are hardly traceable as they're stored in different environments: attached in an email, saved in a folder on your computer, stored on your desktop, saved in the cloud, printed on paper or even stored in a document management system.

Quite a few Document Management Systems exist on the market and they all try to solve the Content Chaos issue. One of the main problems related to Content Chaos, even with a good document management system, is when a file exits its main system, it loses its traceability while losing trustworthiness of the data. In short, you're losing track of the document and you aren't aware of any changes on it anymore. This is actually a problem for all ECM systems in general. According to the AIIM 2013 annual industry watch report, ECM at the Crossroads, 61% of organizations that respond to its survey have more than half of their content outside the main document management or records management system. The study also shows that most companies use more than one content management system.

This is where TagMyDoc comes into play. Acting as a complement of a Content Management System, TagMyDoc solves the problem of reliability and trustworthiness of a document that goes out of the main system.

Here is our infographic with issues related to Content Chaos that TagMyDoc for Businesses can solve.

Click to enlarge

What is the Version Validation Tool?

Thursday, October 10, 2013
This week, we launched a brand new product: TagMyDoc for Businesses. The most innovative thing you may see in document management for a long time is part of it. It's the Version Validation Tool.

The Version Validation Tool is the tool that will helps you increase your productivity in a new way. On top of always providing you with the latest version, the tag will tell you right away if the copy you’re interacting with is up-to-date or not. A second is all you need to know if you can continue working with the document or if you have to get the new version.

“The average user emails 2 or more documents per day to an average of 5 people for review. The fact that these 10 or more attachments are stored on multiple local computers complicates the challenge of finding the latest document versions.”
- Harmon.ie

You just have to scan or click on the tag of the document to know if you can continue working with it. Don’t waste time and money working with an out of date copy anymore and stop wasting valuable resources on searching for the right document through entire folders.

Without TagMyDoc, the more copies are distributed, the more your chances to work with the wrong version exists and the time you lose searching for the right one.

With TagMyDoc, the more copies distributed, the more your chances to access the good version exists. It’s even faster with the Version Validation Tool. You know right away if it’s the right one, and if it’s not, we give it to you.