CLEAN UP THE PAPER TRAIL WITH A GOOD DOCUMENT MANAGEMENT SYSTEM
November 17, 2010 by ama
Filed under Fix My Computer
As the salesperson unwrapped a brand new computer, he turned to the senior executive and said to him, “This machine will do half your job for you” – to which the executive replied – “In that case, give me two machines”.
It’s hard trying to imagine life – and work – without computers. It would be no joke! As with everything though, it’s not what you use but how you use it to get the most out of it.
Document management systems are vital when multiple computers and users are involved and it’s important to have the appropriate software to meet your needs. A very broad definition of document management is the storage, organisation, access and archiving of information. It’s hard to imagine life in the ‘old’ days, when documents had to be stored in cabinets or filing rooms or in staggeringly high piles of paper. These days, anyone from an ordinary PC user who stores files in different folder, e-commerce companies who need customer security, accurate ordering processes and reliable inventory control to multinational giants with hundreds of thousands of employees and offices around the world all have a need for effective document management.
An investment in document management provides a worthwhile ROI, with research showing that three quarters of companies surveyed in a study reporting that the benefits far exceeded the investment value..
Areas where the biggest benefits accrue include access to data, data recovery, process consistency, employee productivity improvements and cost-savings in warehousing and printing of hard copy. Safety and security of information is also a factor, with reduced risk through higher standards of compliance and business continuity. Recent research by Gartner identified document management as one of the top ten technology priorities around the world, say a leading Perth supplier of document management software, photocopiers, fax machines and Samsung multifunction equipment.
The optimal way is for organisations to design their own systems to suit their individual needs. Ideally, the system should enable information to be retrieved and shared easily (using search tools), and be flexible to accommodate growth and diversification. The software of a well-designed document management system will also have the ability to incorporate an organisation’s specific business processes.
It may take some time finding the right solution for your organisation, but the research will be well worth the investment in time. Some things to consider are :
· Your current requirements
· What does you future hold from an IT perspective
· Security
· Information tracking requirements
· Cost
A well-designed document management system could dramatically change the way your organisation operates. Whether it’s improved productivity, (paper) load shedding etc – it will meet a huge range of needs for businesses both large and small.
So, while we may joke about computer’s doing our jobs…. there’s little doubt that a computer software package can do a better job of document management than any person could ever hope to!
Tags: new computer, copier, customer security
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