Let’s consider one simple scenario which would occur in any organisation. We have the company handbook, published by the management as a rulebook by which staff are expected to refer and abide. Typically the HR department will produce this document, perhaps in consultation with senior management, certainly seeking senior management sign-off.
Once it’s done it might be posted onto the Intranet and a news item put up with a link to it.
In other organisations the document, often a wordprocessor document or PDF is put into the requisite folder in the ECM system or the file server and an email sent round to everyone with a link to it.
I bet in the majority of organisations the file is still emailed around everyone and new starts get a copy of it emailed to them when they start. Each update of the document requires another mass mailing to all staff. Because its an important document people file it in their email folders. Subsequent updates also get stored and as a result they have lots of copies of older revisions of the same document. The net result is a massive duplication of files.
None of these scenarios are particularly efficient and, frankly, mimic the business processes we would have followed in 1913, not 2013.
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