Digital Document Management is no longer an option. With an ever changing business landscape, a landscape that is now in constant rapid shift, business process digitisation has become extremely important. In fact it is now critical to building and maintaining an efficient organisation.
If you haven’t invested in a decent digital document management software solution within your business then here are five things your company is missing out on.
Most organisations think they can get away with manual paper based processes ‘well because it seems to be working just fine’. But it’s not. The realisation just isn’t there- that it is adding inefficiencies, costs, and wastage.
Businesses are incurring large hard and soft costs, as well as massive opportunity costs by not implementing modern document and workflow management solutions.
So let’s take a look at five key benefits your company can obtain with process digitisation systems in place. Otherwise read your introductory guide to getting started with document management software.
By putting in place digital workflows organisations can shed significant time for throughput. Where tasks are manually performed and tracked using a hybrid of paper and software based processes, they can instead be automated using document or workflow management systems. Not only do you reduce the time to process a task, you also negate opportunities for human errors and omissions, thus adding to the overall efficiency.
Tracking tasks or documentation also becomes myriad times more efficient. Use of features such as workflows, simplified interfaces and smarter electronic searches all add up to save time for your staff. No more flicking through archive boxes or asking your colleague down the hall “where you at with that task?”
Most digital document management solutions also now offer a combination of cloud and web based access. This provides instant access to documents from anywhere around the globe as well as enhancing your ability to collaborate with stakeholders.
Getting started on your journey to digital processes in itself is beneficial. This in itself raises opportunities for standardisation as once you start to discover your current state, you will then naturally aim to move to a much more standardised future state.
Intuitive and user friendly interfaces of most document management systems makes it very convenient for staff to perform their duties, removing a lot of physical labour involved in producing and using paper or working with paper based processes.
Reduced staff training times
Ease of knowledge transfer
Reduction in manual work
Reduction in human error
Paper it self represents a significant cost to your business. Having paper just sitting there is a cost to your business. From sourcing it, to using it, then handling it, then transporting it or just storing it. Each step is a cost to your business. How?
- Space- it takes up space; from when it stored as stationary supplies to once printed, documents take up office space or storage space
- Wastage– especially if companies do not use any type of ‘swipe to release’ technology. Documents are printed, and left on printers, forgotten and never to be picked up, except by the cleaners. Or documents that are printed, and then never read.
- Ink and consumables– think of all that ink you spend your money on- and it’s not cheap, add to it printer related servicing, consumable such as stapling, binding or annotating
- Environmental costs – paper creates a huge carbon foot print.
- Handling– at every step of the life of a paper document there is a handling cost. From it being printed, then handled/used, then stored. Maybe it is then put into archive box, then transported over to a warehouse where it is piled on top of the other thousands of archive boxes.
So by investing in solid document management or workflow tools, you do save on paper therefore save on the above costs.
Reduce space required
Reduce environmental costs
Reduce ink and consumables
Digital processes allow you to change and adapt more easily than manual processes. In a climate where the only constant is change, it is critical for organisations to be more agile. Businesses must be able to quickly adapt to customer demands, technology, and other internal or external factors. Good digital document management solutions should be modular. While only providing what your business really needs currently, they should allow flexibility for your business to tailor the solution as you grow.
More importantly though is the question of security. With changes in business dynamics, there are also changes in legislation and security requirements. Depending on where you are located, don't be surprised that document retention is or will be made mandatory, including even notes you made on a memo pad to email communication. Have you thought how you could handle that?
Any reliable digital document management system should already cater for secure document access. Meaning that your staff should be able to access documents from anywhere securely, and you should be able to restrict document access to specific users. But what if you need to restrict certain content from stakeholders and not the entire document?
Who doesn’t want faster order-to-delivery times right?
The net effect of the above benefits is of course increased customer satisfaction. With proper applications in place that allow for automated workflows the benefits trickle down to your customers. For example reduction in lead times, reduction in cash to order, or minimising order to delivery times is common.
As an example let’s take a look at a case study for Hylands OnBase Enterprise Content Management Solution which allowed for profound benefits to Linfox NZ.
Linfox NZ is part of the Linfox Group which has more than 22,000 people working in 10 countries and has four operating divisions – one of which is Linfox Logistics, whose IT division provides a highly specialised range of management services to manage customers’ supply chain activities.
The business problem
Linfox NZ was facing several challenges relating to their Proof of Delivery. Manual and paper based process was causing increased customer time to query, multipication of paper hard copies, lack of flexibility,
OnBase allowed Linfox to scan and automatically match signed proof of delivery documents with their corresponding original consignment notes/manifest documents. Customers can now initiate their own reconciliations utilising the Linfox customer portal where all consignment notes are automatically uploaded. The solution allows customer to log in and access their consignment documents remotely, print them off, and prepare for their Linfox driver’s arrival. Using workflow management consignment labelling also became remotely capable, allowing customer to print their own labels remotely.
The key benefit to Linfox customers is the reduction in lead time to query invoices and deliveries. OnBase Content Management has helped increased customer satisfaction through reduction in retrieval times, enhancing customers ability to print own POD and consignment labels, and allowing Linfox itself to provide a more proactive customer service.
Required document or data can be accessed immediately by both customer and Linfox, meaning a large reduction in physical paper, misplaced documents, and storage requirements.
Source: Hyland’s OnBase
As an example, Office Gemini’s Dokmee Document Management Solution helped Corporate Cost Control (CCC), a large global unemployment cost management solutions provider itself save extensively in operational costs.
After a successful installation process and training on the Dokmee software, Corporate Cost Control and its employees were able to realize the following results:
• Doubled business in the past year with Dokmee software.
• Cut in half the cost of labor and productivity.
• Alleviated cost of warehouse storage and deduced the risk of loosing paper files around the office.
Source: Office Gemini
With a huge array of vendors and Digital Document Management Solutions out there, it can be very confusing to select the right one. We make it easy for you:
As much as all the above is true, it is not as simple as just putting in place a document management system that will just digitise your paper documentations and hope for the best. It is imperative that a business strategy and directive is in place that is led with a top-down approach. It is also imperative that the solution contains the right features that will make it work well within your organisation. At the same time integration is critical with existing application and systems to allow for greater flexibility and efficiencies.
Missing sound document management systems in your organisation or just got one recently? Share your thoughts in the below comments or read the guide to getting started with document management software.