The world of business is moving toward storing and exchanging documentation in electronic formats—and the transition is swift. While this process has its advantages, my team and I have been working on a major report based on a data set of more than 250,000 records, and the project has highlighted some problems. Namely, as it becomes easier to preserve every iteration of a document, finding useful information becomes harder.

There are two basic types of document storage and retrieval systems with a couple of nuances:

1. Systems that rely on taglines or document characteristics for sorting and searching (e.g. document titles, taglines in emails, dates, authors, senders, receivers, etc.)
2. Systems that allow the full content of most document types to be searched (think Google)

If your organization isn’t using one or more of these systems, it soon will be!  You’ll probably find that they solve many problems typically found in paper-based systems, but they also introduce a new suite of issues. Here are some of the ways in which these systems fall short—and ways to overcome these challenges:

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