posted on February 04, 2009 13:19
One of our IT clients has employees scattered all over the globe. We had created a proposal document about six months ago that was going to be used for a number of different clients, which was handled by multiple account managers. Last week, someone sent me an adaptation of the document which had just been sent to a prospect... The document was one of the very first versions still complete with typos, incorrect pricing and numerous other embarrassments!
How did this happen? Well it turn out the account manager had spent some time shuffling through his email archives searching for the document, totally oblivious to version control and dates and as if by magic, the first one he found was the most immature version possible. Obviously he had no time to read the document so he just sent it off...
So how do we stop this from happening again? One of our latest offerings is a document link module which makes documents available on the server available via the newly formed intranet. The module offers mild version control, renaming the last version when a new one is added. In practice, the team are asked to send a link by email and not an attached document, forcing the account manager to download the very latest document available. Bingo! We have a solution.
There is however, always someone who stores the document on their PC who will continue to distribute it, but these are the people that make life interesting and give IT managers something to do!
If you’re interested in adding a document management system to your website, why not give us a call?