In today’s business environment, data is everything.
This realization leads to some important secondary concerns. For one, content and document management is more important than ever. Employees who spend time looking for lost or misplaced documents cost company time and productivity. In some cases, this can lead to up to 21 percent overall productivity loss.
When taken together, document management costs can add up to incredible hidden costs, especially if your organization relies on traditional paper filing methods. On the other hand, modern document management solutions streamline the entire process.
Paper Filing Office Pains – The Case for Document Management
Consider what happens when a customer calls your company with a question about a specific invoice. In a traditional filing environment, your employee needs to hang up, walk to the document storage area, search the invoice, walk back to the desk and return the call. If a copy needs to be made, the employee again must leave and return. This can easily multiply to day-long productivity losses when customers call with questions concerning more than one invoice item.
Now take into account that a single three-drawer filing cabinet occupies about 20 square feet of office space. Assuming one of these cabinets holds about 9,000 pages, it’s easy to see that in a few short years of doing business you will need to spend an enormous amount of money just keeping your documents in order – if you are very busy, you will have to build a separate warehouse.
The problem outlined above assumes that your document storage area is perfectly organized and that no documents are missing. If you add in this common pain to the equation, then you easily have a case for massive unnecessary losses.
Digital Document Management Services Organize Your Business
If you convert all of those documents to a cloud-hosted database accessible from any computer within your business network, the entire story changes.
Now, your employee can immediately recall any customer invoice in the system and produce immediate data addressing customer concerns. This turns a 20- to 30-minute phone call into a 2- to 3- minute phone call.
At the same time, copying and sending new versions of documents are both accessible and easy. There are no additional costs for storing documents except those that the law stipulates must be kept in physical format – a tiny minority.
The paperless revolution has been underway for many years, and is now reaching a threshold as more and more businesses see the value in making documents easy to find and access for their employees. But there are additional benefits to the document management system.
Enterprise Content Management
In most document management contexts, physical papers are converted to digital representations for easier storage and processing. With electronic content management, process documentation is nearly indistinguishable from the process itself – every aspect of your business process is virtualized or automated to some degree.
This means that there is no need for physical documents to lay in wait for processing – an automated system immediately takes customer queries and delivers them to the appropriate department for further processing to occur.
Storage and archival are likewise automated so that there is no need to worry about human error. An example of this functionality is the now-common autosave feature. With automatic saving and archival of your entire organization’s documents, you are able to immediately call up not only the latest version of, for instance, a customer contract, but also previous versions that you may wish to recall.
The key to boosting productivity is in safely and securely automating as many processes as you can. Just as there is no specific need for a courier to deliver a handwritten letter to your CEO when an email will do, there is no need for routine processes to be manually completed in most business contexts.
This approach lets you handle all structured information in a predictable, uniform manner. Semi-structured information, such as customer queries and invoices still benefit from this approach because you gain better tools with which to classify and organize the data they contain. This boosts efficiency across the board.
If you need a new document management strategy, contact us today!