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Rapid Assessment Tool

Document Chaos Scorecard

Measure how much document chaos is costing your organisation — and discover what's possible with intelligent document management.

Live Score
0 / 42
🔍
Section 01
Document Storage & Findability
Q1 How many places do staff store documents?
One central location
0
2–3 locations
1
4+ locations
2
"Everywhere — email, desktops, network drives, SharePoint, personal folders"
3
Q2 How long does it typically take to find a document?
Seconds
0
1–5 minutes
1
5–15 minutes
2
15+ minutes or "we often can't find it"
3
Q3 How often do staff ask others for documents they can't locate?
Rarely
0
Weekly
1
Daily
2
Constantly
3
📄
Section 02
Version Control & Duplication
Q4 Do multiple versions of the same document exist?
No
0
Occasionally
1
Frequently
2
Always — "we never know what's current"
3
Q5 How confident are you that staff always use the latest version?
Very confident
0
Mostly confident
1
Not confident
2
We regularly use outdated versions
3
Q6 Are documents duplicated across systems (SharePoint, drives, email, etc.)?
No
0
Some duplication
1
Significant duplication
2
It's out of control
3
🔁
Section 03
Workflows & Approvals
Q7 How are approvals currently managed?
Automated workflow
0
Forms + workflow
1
Email chains
2
Manual / paper-based
3
Q8 How often do approvals get delayed or lost?
Rarely
0
Sometimes
1
Often
2
Constantly
3
Q9 Do you have visibility of where a document is in the approval process?
Always
0
Sometimes
1
Rarely
2
Never
3
🔐
Section 04
Compliance, Governance & Audit Readiness
Q10 How prepared are you for an audit at any moment?
Fully prepared
0
Mostly prepared
1
Somewhat prepared
2
Not prepared
3
Q11 Do you have consistent naming conventions and document control rules?
Yes
0
Mostly
1
Not really
2
No — everyone does their own thing
3
Q12 How easy is it to produce evidence for audits or ISO requirements?
Very easy
0
Manageable
1
Difficult
2
Painful and time-consuming
3
🔗
Section 05
Integration & Collaboration
Q13 Do your existing systems (Microsoft 365, ERP, CRM) integrate with your document processes?
Fully integrated
0
Partially integrated
1
Not integrated
2
Completely siloed
3
Q14 How easy is it for teams to collaborate on documents?
Very easy
0
Mostly easy
1
Difficult
2
Very difficult
3
0 / 42
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Complete all questions to see your results.
0 – 10
✅ Controlled Environment
You have strong document processes. Minor improvements could still deliver efficiency gains.
11 – 20
⚠️ Emerging Risks
Your processes work, but inefficiencies and compliance risks are growing. M-Files could streamline workflows and reduce admin overhead.
21 – 30
🔴 Document Chaos
Staff are losing time, approvals are inconsistent, and compliance is at risk. A modern DMS like M-Files would deliver immediate value.
31 – 42
🚨 High Risk / High Cost
Document sprawl, version issues, and audit exposure are costing time and money. You urgently need a structured, metadata-driven system.

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