Una de las tareas más comunes en cualquier oficina es la gestión documental, sin embargo este proceso común se puede convertir en una pesadilla si no se realiza adecuadamente.
Para realizarla de manera eficaz se tienen que llevar a cabo tareas precisas de identificación de los documentos para su posterior archivo y localización. Este proceso es clave ya que una gestión documental eficiente se traduce en un aumento considerable en la productividad al ahorrar tiempo tanto en el proceso de archivo como en consultas futuras.
Algunos de los problemas más comunes cuando se trata de oficinas en las que se lleva a cabo una gestión documental deficiente son:
– Conservación de documentos duplicados. Esto implica gran acumulación de papeles y ficheros innecesarios como suele pasar con las copias para tareas transitorias realizadas por otras personas o departamentos de los que no ha partido el original. La excusa de la posible utilización del documento en un futuro no siempre ocurre ya que muchas de estas copias acaban en la basura. De hecho, el número de copias duplicadas puede llegar a suponer un porcentaje significativo del total de hojas almacenadas.
– Acumulación de grandes cantidades de papel que no se encuentra en período de vigencia. El espacio es un bien preciado, de ahí que haya que llevar a cabo un control especial de la documentación para no acumular información innecesaria que no dispone de vigencia. Sea por espacio físico de archivo, en el disco duro o en las unidades de almacenamiento, está claro que este tema es clave para poder evitar gastos innecesarios.
– Incentivar la productividad de los trabajadores. La realización óptima de las tareas diarias es uno de los aspectos que influyen, de ahí que, minimizar el tiempo de recuperación de cualquier documento permitirá la realización de numerosos trámites en un menor tiempo.
– Duplicación de tareas. Debido al uso de software de gestión documental, la existencia de dos procedimientos separados casi sin relación puede resultar suponer en muchos casos dobles esfuerzos en el manejo de la documentación.
Por DisOfic. Empresas de ventas de material de oficina con más de 45 años

Estoy de acuerdo en que estos son los problemas habituales que suele tener una empresa en cuanto a gestión documental.
Sin embargo, existen otros problemas como la falta de formación al personal de la empresa en cuanto a la automatización de procesos documentales.
Para ello, existen software de gestión documental como OpenKM, cuya interfaz al ser intuitiva y fácil de usar, proporciona agilidad en los trámites documentales.
Más información: http://www.openkm.com
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