Asset Management and Document Management Systems


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This is sometimes one of the most mundane topics right? Unless you have millions and you have assets spread across the globe and you need to keep track of them right? Not really. the really tough thing is making sure you have perfect records, making sure you add a new one or update your assets when you sell something. Let’s take a look at how you can streamline this process using a document management system.

Firstly, assets are anything from cars, offices, computers, vehicles other than cars, like trucks, buses, earth moving equipment, bull dozers… right? Just about anything you use in your company on a daily business can be called an asset. So, how would you keep track of assets? making sure that they are all kept in tip top shape so that you can lower risks of injury, data loss etc.

The easiest way would be to add your assets to a database and then keep them updated regularly right? Yeah, but, and this is a big one this time. How often do you have time to spend working and updating the database ? I’m thinking not much because business have more important things to do than constantly sit and update things on a constant basis right? This is where the beauty of document management systems come in.

What if I told you that you could take your assets, add them to a system along with any documents they came with, from receipts, maintenance logs etc. You can then create actions for these assets, setting dates and times when maintenance needs to be done on them, as well as making sure the action reaches the proper person. Another nifty idea is adding more than one person to that action, namely the responsible person as well as yourself. You would then get an email notification from the system letting you know before time that an asset needs maintenance, and this then lets you know when the maintenance can be scheduled, is scheduled and carried out. You can then also read through any documents added after the maintenance was carried out.

This technique has been in use for a while now, especially in industry sectors like the mining sector, where maintenance is crucial to making sure that accidents don’t happen that could be catastrophic.

The technique is easy to use, quick to set up, and after that, every asset you own will be well maintained, kept track of, and you would have a lot more time to focus on your business, on the things that really matter most. There are so many document management systems out there, yes, but to date only one allows you to do what I have spoken about here today, which would set it in a league all of its own.

The machinery your company uses are important to how your business improves, grows, profits, so wouldn’t it be good to know that every angle has been covered and that you could easily set up a system that takes care of it all for you. Machinery that is not well maintained leads to major problems when they break down. This can cause major accidents that could lead to loss of life, people losing arms and legs and fingers, or even your company losing money to fix a bigger problem that what it would have cost to cover the routine maintenance of the machine in question. This, in my opinion, is one of the most important factors to any business, large or small, no matter how many “assets” you have. Making sure that everything runs smoothly is they key to running a successful business.

Worth a thought or two? Let me know what you think.

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