Information is our most valuable asset, which is why improving how we manage it, is a key focus for both public and private sector organisations, says Bernard Cassidy, head of marketing at Konica Minolta Business
In today’s age of information overload, a traditional paper-based approach to document management just doesn’t cut it any more. The exponential growth in the volume of content flowing in and out of organisations, combined with today’s mobile and flexible working practices, poses a significant challenge in deciding the most efficient ways to manage, control and retrieve information, and how and where to store it.
Visionary and growing organisations are constantly looking for better solutions to manage and utilise content, to enhance 24-hour flexibility in working practices and to enable employees to get maximum value from information by enabling easy access any time, anywhere, on a variety of static and mobile devices.
The universal requirements to improve business process efficiency, communicate effectively, increase productivity and build better working practices to support growth are driving the wider adoption of innovative, often custom-designed, technology solutions, such as content or document management systems and/or cloud computing applications, to improve the management of information within organisations.
Paper-intensive organisations, faced with managing a growing document workload and increased pressure on the in-house IT resource and budget, are turning to enterprise content management (ECM) solutions that leverage the power of technology to move information faster.
Instead of manually searching through reams of paper-based information, which often requires considerable storage space, information technology enables businesses to access and analyse every type of record, at the touch of a few buttons.
The benefits of utilising a solution that captures and distributes documents in any form, automates routing, maintains compliance, speeds up the workflow and enables real-time delivery of information are highly significant and contribute to profits from greater efficiency. ECM is not perceived merely as an upgrade to the IT infrastructure, but more as a driver to increase profits and reduce costs.
Defining a strategy
With data breaches and cyber attacks an ever growing risk, organisations must put in place a robust risk management strategy to enable employees to work autonomously and effectively when, where and how they need to, whilst ensuring total compliance and implementation of statutory obligations.
This is where a well defined ECM strategy that covers the entire document lifecycle – from creation, digitisation and storage to retrieval any time, anywhere and in any format – can optimise internal and external communication processes.
Effective information management is not a quick fix. How well the available services align with operational and business needs, technical considerations, financial savings, risk factors and successful strategies for commissioning and implementation require thorough evaluation and are key factors in planning and commissioning fit-for-purpose solutions.
At Konica Minolta, we have a team of consultants who carry out comprehensive business process optimisation utilising Lean Six-Sigma principles.
This approach enables organisations to compartmentalise requirements into manageable phases and prioritise areas of their operations that offer the greatest return and/or have the most immediate impact on other, lesser processes.
Comprehensive organisational and strategic factors will need to be taken into account and, in many cases, a number of legacy systems may need to be integrated and different business needs accommodated.
By providing a secure, single portal where all content can be accessed instantly, regardless of where the document originated or is stored – even if it’s on an individual’s personal desktop file – ECM ensures that information is shared fully within an organisation, leading to greater efficiency, better risk management and faster decision-making.