Regaining control of documents and refiing business processes to facilitate seamless collaboration are key to improving the bottom line, says Bernard Cassidy, head of marketing at Konica Minolta
As the focus of Managed Print Services (MPS) shifts from optimising hardware to optimising business processes, industry analysts Gartner says that the savings opportunities for customers are increasing.
Data and information exist in a multitude of forms, not just on paper, and the challenge facing businesses today is how to take control of and better manage the content that flows into, out of and around an organisation. Transforming time-intensive manual processes and digitising paper are key to making information more available and more useful.
IDC estimates that each employee spends an average of 7.4 hours a week searching for data. Not surprising when you consider that information is typically stored in a number of different places – from personal email to network drives and mobile devices – and organised in a multitude of ways, such as by customer name, project or date.
Such an unstructured approach means that employees waste valuable time trying to access the content they need to do their jobs, which ultimately has a negative impact on a company’s bottom line.
Time to take control
It’s time to take control and let information flow. Eliminating slow, expensive manual and paperbased processes by digitising all information makes the entire content management process faster and more efficient.
An enterprise content management (ECM) solution provides a simple way to bring order to chaos. The ability to store all data and documents in one central repository streamlines the production, distribution and storage of business-critical content. It also enables easy sharing of information for a more collaborative working environment.
A well-defied ECM strategy covering the entire document lifecycle, from creation and digitisation to storage and retrieval of information in the required format, saves businesses time and money.
With an ECM solution, information is delivered easier and faster, ensuring people get what they need, when they need it. Manual processes are automated and information is automatically indexed and filed so that employees can search by keyword and access documents in real-time. There’s no duplication and all previous versions of a document are stored in the same place so that you can see what was changed, when and by whom.
Improved data security is another key benefit. Information is held in one central location and access rights can be determined by business leaders.
Taking control of content management is essential for any size of business, in any sector. Despite a growing trend for paperless office environments, many organisations are still driven by manual processes and paper. Working in a new way will reduce the cost of producing, storing and distributing content. It will create flexibility, leading to efficiency improvements, increased productivity, improved collaboration and greater profit.