Implementing document management technology can add efficiency at every level of an organization. Document management enables a company to share important data and information saving time and eliminating the misfiling of critical documents. Adding automated workflow eliminates bottlenecks and speeds up common processes such as insurance claim resolution, purchase order approval, and time off requests, with built-in notifications and routing Ateeya Manzoor explains. With electronic document management, organizations can dramatically reduce operating costs by eliminating faxing or mailing paper copies, automating escalation and out-of-office delegation, and shortening cycle times.
Here are factors by Ateeya Manzoor to keep in mind as you define your strategy.
1. Establish an enterprise-wide approach
Knowledge workers once accessed information from neat stacks or disorderly piles of paper on their desks, or from alphabetized folders. Information management techniques varied with each individual. Without an enterprise-wide strategy, employees may apply the same attitude to electronic documents, data and images - filing them away in folders on computers, often forgetting where they put them. Ideally, an enterprise-wide system will enable your staff to find a particular document or piece of information immediately - for reference, to kick off a business process, for collaboration, an audit, or for discovery in a lawsuit.
2. Make process re-engineering part of the plan
Creating a document management strategy often identifies the issues that are driving up operational costs and keeping your organization from running efficiently. Many business units, including order management, accounts receivable, accounts payable, human resources, and risk management have great potential for generating quick ROI from streamlined processes.
3. Identify champions among stakeholders in each department or functional group
Implementing new technology means that there will be changes to everyone's day-to-day work life. Organizational change is easier to accept if there is enthusiasm that runs from the top down. Define the organization's information and document management objective and then empower the key stakeholders to create the path to achieving it.
4. Plan for line-of-business extension and integration
You have invested in your legacy systems and should continue to benefit from that outlay. You don't have to change what already works well or disrupt ongoing efforts. Understand where your business information flows in and out of your systems and identify consolidation points. Look for solutions that provide non-invasive data exchange. The line between structured and unstructured content is blurring. Organizations need Meta data and content search that are effective across systems.
5. Provide remote and mobile access
According to a Tech Republic study of 370 IT and business professionals, 75% viewed extending business applications to mobile and remote workers as a high priority. Remote workers are also coming to expect the same access as local employees to applications and internal resources. Internally, IT professionals feel the strain of having to support the complex requirements of a growing mobile and remote workforce. Look for applications that provide secure and easy access for remote and mobile workers across a range of environments-satellite offices, home offices, and customer sites.
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