DMLATEST

MANAGEMENT: DIGITAL TRANSFORMATION Dm
"THERE IS STILL CONFUSION ABOUT HOW ON-PREMISE AND CLOUD DOCUMENT MANAGEMENT SOLUTIONS
OPERATE, WHAT THEY CAN AND CANNOT DO, AND HOW TO INTEGRATE THEM WITH CURRENT SYSTEMS AND
INTO DAILY OPERATIONS. WHEN THERE IS A LACK OF CLARITY ABOUT IMPLEMENTATION AND HOW DIGITAL
DOCUMENT MANAGEMENT FUNCTIONS, BUSINESS LEADERS ARE LIKELY TO STICK WITH FAMILIAR PAPER AND
HYBRID SYSTEMS, AND ARE LESS LIKELY TO COMMIT FULLY TO DIGITAL MANAGEMENT SYSTEMS."
includes some noteworthy document
management statistics:
7.5% of documents get lost and 3%
get misfiled
On average, employees spend 1.5 hours
each day searching for documents
Approximately 80% of businesses have
a paper problem
Physical searching and verification of
documents take up to 50% of an
employee's time.
Digitisation specialists know that these
statistics can be corrected in favour of both
businesses and employees.
EMPLOYEES BACK DIGITAL
PROCESSES
Employees value digital document
processes for the efficiency they generate
and the collaboration they afford.
Centralised digital documents mean that
employees do not have to hunt for
information and that an up-to-date
document is always available. Otherwise,
employees waste time searching in
multiple storage locations, have to wade
through emails, and are forced to create
their own document versions.
Document sharing, document workflow
automation, real-time document
collaboration, and document approvals are
valued by employees, according to
research from the Forrester Employee
Experience Index (EXi).
An environment where employees can be
productive and get their work done is a key
predictor for employee engagement.
HOW TOPICAL IS REMOTE WORKING
CAPABILITY TODAY?
In 2022, a cabinet minister made headlines
by leaving messages on desks that urged
civil servants to return to their offices.
General Motors, Disney, Dell, Amazon,
Meta and IBM are among the companies
that have scrapped fully remote working
and recalled staff to the office.
Employees value workplace flexibility. A
2024 Morgan Mckinley-commissioned
McKinsey report found that half of UK
workers would forego a pay rise if they
could work in a hybrid manner.
However, for a digitisation specialist,
remote working is distinguishable from
working from home. While talent
attraction and retention are important, it
is field workers and the businesses they
work for who reap the biggest rewards
from upload capabilities and access to
digital documents.
Our customers' field workers in HR,
Logistics, Housing, Healthcare, Finance and
NFP organisations, attest to the hours
saved by having secure remote access to
centralised files. Digitisation ends mindnumbing
paper-based admin tasks and the
back-break of case work folders and
bulging briefcases.
An example are housing association
field workers who can, with
digitisation, visit and onboard ten
residents a day as opposed to only two
using historical methods.
WHY SHY AWAY FROM BUSINESS
CLARITY?
Innovative organisations strive to achieve
efficient access to data in order to work as
productively and compliantly as possible,
and to maintain a competitive edge.
However, indexing and managing diverse
data channels and formats, including
paper and electronic documents,
spreadsheets, emails, PDF files, scanned
images and videos, can be complex and
hamper performance.
Even if it is not as yet understood, digital
document management is the answer for
business leaders who want to automate
and streamline business processes and
information flow.
From accurate document data ingestion,
through automated workflows and
approval alerts, to compliant data
retention and purge, digitisation delivers
assured process efficiency. Time-stamped
audit trails and proof of compliance alone,
generate significant ROI in a short space of
time even for SMEs.
The take-up of built-in business
intelligence and advanced reporting is
relatively low. This low adoption is
surprising given the benefits of real-time
line of sight across critical business activity.
DON'T LET IMAGINED OBSTACLES
OBSTRUCT PROGRESS
An IDC survey revealed that businesses
using digital collaboration tools
experience a 30% improvement in project
completion times. IDC concludes that
knowledge management drives better
business outcomes.
The COVID pandemic spurred some
organisations into transformation; it also
prompted solution providers to
accelerate implementation.
Digitisation today can be achieved in
months rather than years. Integration
with legacy business systems and crossdepartmental
collaboration are today's
reality. Plus, one of the biggest board-level
concerns has been eliminated: data can
be migrated from legacy systems quickly
and reliably.
If you would like to discuss your business
process challenges or to learn more about
today's document management
capabilities, we would be pleased to
arrange a demonstration.
More info: www.document-logistix.com
www.document-manager.com
March/April 2024
@DMMagAndAwards
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