EngageDoc Maturity Self Assessment Tool

Welcome to your EngageDoc Maturity Self Assessment Tool

The EngageDoc Maturity Self-Assessment Tool is designed to help you consider your current document management practices and recognise if your organisation is;

Subject to risk of compliance issues
Running with inefficiencies and subject to potential revenue leakage
Generating poor employee and/or customer engagement.

Answer a few simple questions to access your organisations current Document Management capability rating along with a report about potential opportunities for discussion with your team.

The whole questionnaire should take you no more than 2 minutes.

Your results are completely confidential and will not be shared with any other organisation or third party other than in an anonymised format as part of quantitative benchmarking insights.

Digital Enablement

The extent to which digital documents are captured and available to you.

Which of the below statements best represents your current situation:

Primarily use physical documents and files

Primarily use digital documents

Utilise an Electronic Document Management System

Use technology to transform documents into data

Have documents and data (information) at your finger tips; cloud based and available on multiple devices

None

1 out of 6

Optimisation

The flow and integration of document management within operational systems and technology.

Which of the below statements best represents your current situation:

Document and document management exist independently of processes; standalone technical storage solution

Document management is enabled by workflow and role-based access control within and across operational systems

Document capture and transformation is digitally enabled

Automation has been deployed to remove standardised, repeatable tasks

Documents and data management feeds business intelligence dashboards

None

2 out of 6

Standard Processes

The extent to which your organisation has integrated into standard, repeatable business processes.

Which of the below statements best represents your current situation:

Document management is stand alone and not integrated into end-to-end processes

Common standards and principles exist for document creation, workflow and storage.

Creation, workflow and storage of documents fully embedded as an element of end-to-end processes

Focus on optimising the creation and management of information (data and documents) to support operational and legal requirements.

Adopt a continuous improvement and change control principles to optimise performance and user experience

None

3 out of 6

Governance

The degree to which your organisation has a formal document strategy or framework which is monitored to support efficient and effective document management.

Which of the below statements best represents your current situation:

No formal governance; No one considers or is accountable for document and document management

Common document and data management compliance requirements are well communicated. Individuals have clear accountability

Have a formal document management strategy and associated policy documents but no formal monitoring or maintenance processes

Compliance with document management strategy is monitored and reviewed

Active management and development of document management practices; uses a document management framework to address emerging business needs

None

4 out of 6

Line Manager/Employee

The level of opportunity, capability and motivation which operational employees have for adopting document management practices.

Which of the below statements best represents your current situation:

Unable to personally access data and documents they need for their role so create own document repositories

Have access to documents and data but have personal work arounds because it is not seen as fit for purpose

Generally compliant with document and data management processes and practices

Sees the value of current document management practices staff feel aided by the process and resources

The fully integrated practices ensure that staff never have to think about document management; they value the documents and data available as they help them operate in their roles.

None

5 out of 6

Functional Specialists

Select a particular function or team that is your current focus eg. HR or Finance or Health & Safety or Operational Consultants. To what extent do the documents and data available to them aid in the completion of their role responsibilities?

Which of the below statements best represents your current situation:

Keep own document stores and knowledge repositories because it's difficult to find what they want and need quickly or easily.

Have a basic functional library which gives access to some of the documents needed by the team; however, it may be incomplete, contain out of date material and/or be hard to navigate.

Has a good functional library and well- structured reporting; no need to keep policy or reports in personal document stores.. Necessary reporting data is appropriately secured and access controlled.

The team regularly checks-in to functional and organisational document libraries to access and learn about the latest thinking and learn about functional and organisational changes: Automated dashboards drive reporting.

The team always use functional and organisational document repositories and forums to seek out policy, best practice advice and share insights and information. Automated dashboards have drill down to enable research and improved decision making.

None

6 out of 6

Name

Company

Phone

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