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.
Click here for
more about Ateeya Manzoor
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