In a rapidly changing business environment, intelligence is no longer enough to provide the compound knowledge and composite data required to make judicious business decisions. Organizations that are experiencing rapid growth-as well as those that struggle to be competitive-need quick access to detailed, timely information to satisfy customer demands, enhance services, and stay ahead of competitors.
An electronic document management (EDM) and workflow system vastly improves corporate intelligence, making scattered information instantly accessible to those requiring it, regardless of source or location. A webaccessible electronic repository enables easy access, centralizing information or pointing to its location in other systems. Whether you are searching for a document, image, email, voicemail, fax, letter, or a real-time status report, a document management system returns answers within seconds.
This article explores typical benefits companies can expect from EDM and workflow solutions. It also explains the interplay of "less" and "more" to achieve better business results.
More information, less paper Technologies such as the Internet, Instant Messaging, faxes, voice mails, and email have resulted in an explosive growth of business data. Additionally, recent regulations require collection and storage of increasingly detailed information. To comply and provide quality service, data must be secure, yet easily retrievable. Managing incoming documents effectively is vital, but with paper, it can be challenging.
EDM facilitates indexing and searching of an organization's collective data. Auto-indexing standardizes filing, reduces hours of manual filing and searching for information, and enables staff to contribute more meaningfully to the business. Document management systems can point to data in diverse line-of-business applications, keeping data pools separate, yet ensuring information is found quickly. Data redundancy and misfiled papers become history with a strong document imaging system. More data minus manual searching equals greater efficiency.
More data, less loss Faster data capture might suggest an unmanageable workload to managers whose staff is already struggling to handle incoming work effectively. However, by capturing data at its source, your company not only reduces time spent on manual filing and searches; it also raises your corporate IQ through instant availability of detailed, real-time information. Checks, forms, and inquiries that would have taken days or even weeks to organize and send to the appropriate parties on paper can be stored electronically, tracked, and forwarded automatically via digital workflow. They can be reported on the same day they are received, often within hours or minutes. Help desk staff acquires instant answers regarding the status of forms, applications, check deposits, and other action items. Auditors and regulatory agencies requesting data that is stored in multiple places-including emails and voicemail-can find what they need. Phone calls, written inquiries, and call-backs requesting status reports are eliminated. Thorough and detailed indexing ensures that there are simply no more 'missing persons' or files. Satisfaction replaces frustration.
More sensitive information, less vulnerability The high volume of lawsuits against companies that break regulations, fail to respond to timesensitive matters and regulations, or breach security is enough to make any business manager nervous. Document imaging gives managers a distinct advantage, enabling them to preauthorize who can view, annotate, alter, approve, deny, or otherwise act on information and document types as they enter the system. Sensitive data, such as Social Security numbers, PINs, or financial and medical records, is blocked or invisible to those who are not permitted to view it, making companies less susceptible to security infringements. Detailed automatic tracking means each interaction with a document or data can be traced to a specific user in the case of a suspected violation.
Businesses that produce or receive high volumes of documents are also vulnerable to making costly errors and failing to react on actionable items in the most urgent and logical order. A document management system addresses this challenge, providing automatic alerts that notify appropriate persons when new or changed information is received or requires action. Pre-set business rules enable automatic prioritization of time-sensitive material.
More high-level services, less routine work Another great challenge for companies is maximizing the use of each employee's intellect and strengths, rather than wasting their talents and time on routine tasks that require little thought or creativity. Our society is more mobile than ever. People migrate easily from the role of employee to job seeker when they are not challenged or see no path to career growth.
Document management removes the monotony of routine tasks such as filing documents and searching for information. Likewise, digital workflow enables companies to mechanize time-consuming tasks such as prioritization, distributing work, and chasing information, instead pushing specific action items to the right parties for timely action. Productivity reporting tools enable management to gain a real-time overview of the quantity and quality of work produced by each department and its employees. By freeing workers' hands from paper and the tedium of repetitive work, your staff stays focused on the job at hand and is able to focus on higher-level thinking that makes a positive difference in your organization.
More satisfied customers, fewer lost opportunities Document management and workflow enable companies to reap the reward of better and faster work with existing staff; more thorough, accurate, and timely information; and enhanced service at a lower cost. Eliminating paper, storage costs, mailing, and waiting times means faster service and more satisfied customers. In an age where many companies' products and services are difficult to differentiate, the ability to provide stellar customer service is often the only way to gain a true competitive edge. EDM and workflow provide the corporate intellect that results in a connected view of old and new information, past and present transactions, and information generated far away or near to home. It gives you needed insight into your company, your customers, and helps you understand the influence of, and relationship between, all of your transactions. With EDM and workflow, paper(less) truly is more.
The keys to success: plan ahead, but take one step at a time The paperless office is inevitable. The ability of a business to remain competitive depends on its willingness to embrace change intelligently and to adapt to the external environment. The greatest monuments of the world were planned carefully, but built one step at a time. An EDM solution must mirror the wisdom of methodical, careful planning and logical, stepwise action. With careful planning, regular and thorough communication, a strong document imaging solution, and a vendor that will be able to service your needs as you grow and advance, you will travel the path to long-term success.
Indian Rupee Exchange Rate
0 comments:
Post a Comment