When we talk about information management, there’s so much more to it than just document or content management.
The real potential for benefits comes out of digitalizing the processes and workflows within a company – and towards external stakeholders.
Document management at the core of business processes
According to IDC, information workers waste a significant amount of time each week dealing with a variety of challenges related to working with documents. This wasted time costs the organization ,732 per information worker per year and amounts to a loss of 21.3% in the organization’s total productivity. Even though a couple of years old, this study probably still reflects the reality of today’s business.
The different units in an organization each run their own processes, but often those processes are interlinked with each other. The same documents are needed to successfully run the business, and often related information needs to be found to complete the tasks.
However, even the person who originally created the document sometimes struggles to find the correct version again to reuse it. Not to mention all the internal and external stakeholders who would need the same information during its life cycle.
To make the situation worse, a lot of documents are still handled manually by emailing, signing and archiving them manually.
Digitalization offers a better way to handle the processes
Digitalizing and automating the whole process of document management solves the inefficiency described above.
Document management can be simplified with metadata and automated workflows. User and access rights based on role, as well as common document handling, approval and archiving processes will improve quality management and compliance with governmental, industry or company regulations.
Depending on the process, there are several different ways to automate content management, records keeping, and the whole process. At that point, it is about digitalization of the office work, rather than just finding and storing documents.
Real-life savings and process improvements
There’s huge potential for savings and efficiency in digitizing workflows.
Netherlands Aircraft Company b.v. (NAC) helped the development of the new Fokker 130 by utilizing content-in-context and artificial intelligence features to organize the information management process in a way that improves control and makes information easier to find.
Another company, countplus one, which is an accounting company based in Sydney Australia, achieved productivity gains and time savings by converting their paper files to searchable electronic documents.
The United Nations Environmental“>Environmental Programme (UNEP) uses a combination of special keyword tags, Microsoft Word templates, and M-Files automatic e-mail notifications to create a simple but highly effective workflow structure that is easily customizable for any recurring task.