PART III: Goodbye, document disconnect

Now that you know what the document disconnect is and how TagMyDoc helps to avoid this problem, here are some recommendations and best practices taken from the IDC study that will help you implement a strategy in order to be more effective in your document management.

Recommendation # 1
First, you must identify the processes that are prone to problems. To do this, you can interview business leaders and their teams to identify gaps in the document management process.

For example, you can ask your employees or colleagues some simple questions: How many times in the past month have you been working on the wrong version of a document? Or how much time per day do you spend searching for the right version of one of your documents?

Now that you have identified where your document processes generate miscommunications between your systems, you’ll need to determine the most sensitive areas of these processes. In other words, you will have to find out where a mistake costs you a lot and where the ROI of implementing a solution is the most profitable.

Recommendation # 2
Let technology help you but choose carefully. According to the IDC study, a good solution should have the following characteristics:
  • Integrates with existing processes and systems
  • Is intuitive and easy for customers and employees to use
  • Is simple and rapid to deploy and manage
  • Adheres to industry safety standards
  • Is developed by a trusted provider
Does it make you think of something? ;)

The time for action
Nowadays, it is important to capitalize on business processes to gain a competitive advantage over industry rivals. Organizations must address their shortcomings both in the front office (what the customer sees) and the back office (internal processes). Still according to the IDC study, settling the question of document disconnects brings considerable results:

Cool, but I'm already using Google Drive...

Google Drive and Google Docs are great tools, but they fail to solve one of the great problems brought on by the multiplication and proliferation of digital files. In fact, they exacerbate it.

With more and more versions of the same document moving around Google Drive and everyone organizing, naming and filing collaborative documents following their personal method, finding the latest version of a document becomes a tedious and costly process that prevents you from getting your work done.

Of course, you can implement a filing method, but humans are notoriously fickle. You can give people a protocol, but you cannot be sure that they will follow it.

The problem becomes even worse when two corporations collaborate:
  1. There are now two different official filing methods
  2. The “human factor” risk is doubled, because the more people work on a document, the greater the risk of documentary disconnection becomes.
It is well known that the best way to manage people, is to let them believe they aren't being managed. And this is the driving concept here at TagMyDoc

So What’s TagMyDoc?

Whenever we try to explain “what is TagMyDoc” we get asked the same question: what’s the difference between your app and Google Docs, and incidentally Google Drive?

The question is valid. After all, TagMyDoc is a collaborative and cloud based tool. While these aspects are essentials, they aren’t what makes TagMyDoc unique on the market.

TagMyDoc has been conceive to be seamlessly integrated with your method of work, so that you don’t have to change it. Open any copy of any version of the document, and voilà you have access to the information you need. It doesn’t matter if your colleagues named the document differently or misfiled it on Google Drive and even if it was saved on another device. As long as the document is tagged you will be able to access the latest version.

Think about our patented technology as a tracking chip for your documents that lets you know if the copy you have opened contains the latest changes as well as giving you the possibility to retrieve them with a simple click. Stop wasting time searching through your Google Drive in order to find the latest version of the document.

With TagMyDoc, just start working.

Managing the document disconnect - Part II

PART II: Managing the document disconnect with TagMyDoc

In the first installment 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 businesses 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 connection,  everyone will always be on the same page!

Try TagMyDoc Now for Free!

Managing the document disconnect - A three part series


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!

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