In making the decision to deploy a Document Management System (DMS), the core goals of most businesses are always the same – more efficiency and control, go paperless. Sensible as these goals are, unfortunately many companies chose the wrong strategy to achieve them. For starters, a document management strategy involves much more than just saving or scanning files to a newly created cloud based document filing/storage location. A DMS system must be more than just an alternative file storage solution and be flexible and configurable to your business rather than the DMS’ vendor deploying the solution.
Recently I read an article on the chaos around digitising documents, imploring businesses to bring back a data entry/file clerk-type position to maintain order within digital repositories. To me it’s a fundamentally flawed proposition: bring back or retain a role that most businesses, in an attempt to go paperless, wanted removed to save money and create efficiencies. The reality is that research has shown that only 23% of documents in any organisation are regularly used so the question is why go to all the trouble to convert all of them into an electronic form without the existence of an intelligent solution to manage them? The other major flaw with this “catch all” type strategy is file duplication and the many different versions of the same file taking up valuable storage space. That’s not to mention the uncertainly it causes by not knowing if you are viewing or working on the correct version of a file.
Only last week, the Financial Controller of a mid-sized insurance broker told me he had rented additional office space, bought new scanning hardware and hired two new staff on 12 month contracts to manually scan all their hard copy documents and migrate them to a new cloud file storage system. I estimate that this will directly cost the company in excess of €100,000 which doesn’t take into consideration the huge potential for inaccuracies due to human error or the continued delay in staff being unable to access company files digitally – In reality the cost is much higher. For a fraction of that investment, this company could and should have invested in Convergent’s Intelligent Information Management solution that comprises 3 core elements:
It’s metadata driven – not about where you store information or what system it’s in. Its about what it is…a contract, a proposal, a CV, an email
Its repository neutral – information can reside anywhere and the idea that you can access and locate the information aids productivity
Its intelligent – the information becomes intelligent as result of the solution being able to identify what the information is
These 3 elements create a powerful platform for managing information that will not only satisfy compliance requirements but also change the way businesses manage information. In particular the “repository neutral” element means that need to migrate information is dramatically decreased and in many cases eliminated altogether.
In summary, the solution isn’t a matter of creating another information silo – you’ve got enough of them already! It’s about deploying an Intelligent Information Management solution, customised to your business requirements that can manage all the information your business needs in an intelligent way.