According to an article published in iQ/The RMAA Quarterly Magazine (Feb 2010) some of the most common frustrations users have with their Electronic Document and Records Management System (EDRMS) is being unable to locate documents and records. The following reasons were cited as some of the most annoying issues for users.
Lack of meaningful titling
Documents and records are often titled inappropriately which makes it hard for users to find what they are looking for. The use of abbreviations or acronyms by users when titling corporate information also causes search difficulties.
An easy solution to this problem is to develop document titling guidelines and promote them throughout the business through training sessions.
Lack of understanding of classification schema
Unfamiliarity with using the classification scheme for searching makes users rely on using metadata fields for searching. Often the user will obtain their metadata from other sources than the EDRMS.
By simplifying classification schemes to make them more user friendly and providing users with training these issues will be greatly reduced.
Document searched for not registered in EDRMS
This is a common problem that occurs when other repositories, like network drives, are used to store corporate information for the organisation.
It is important for a business to identify the use of their EDRMS system as the single repository for all business and corporate data. Security levels can be implemented to protect corporate records.
Too many search results to browse through
It is perceived by users that that having to plough through more than 15 search results is too difficult.
Training is a way to overcome this issue, teaching users how to search more effectively to find the record they are looking for in your EDRMS.
Basically simple measures can be taken to make using the EDRMS more user-friendly including user training and ‘simple’ classification schemes. If your users are showing signs of frustration consider contacting FYB to assist you with solutions on how to improve your EDRMS processes in your business.