DOCUMENT & DATA MANAGEMENT


ARE YOU READY TO BE ‘DIGITAL BY DEFAULT’?


Creating the best working environment for employees is one of management’s perennial priorities. How effectively people can do their work and collaborate with colleagues, customers and business partners is critically important to the


success of any organisation. Tony Pickering, Head of Enterprise Solutions Group, Ricoh UK, explains.


In today’s digital age, we are increasingly reliant on being able to access products and services at our fingertips through


technology, and this shift has inevitably trickled through into the world of business and enterprise. As such, ‘digital transformation’ has become a buzzword in both private and public sectors, as organisations seek to enhance their operations and increase efficiency by embracing new technologies.


Document management is just one way in which businesses are making this transition to digital systems. The government’s ‘digital by default’ agenda is a prime example of this – and in particular the Health Secretary Jeremy Hunt’s pledge to deliver a ‘paperless’ NHS by 2018. By reducing reliance on paper, and using it more efficiently, the government hopes to save billions, improve services and help meet the challenges of a digital- savvy population.


“IN 2016, IT IS


PREDICTED THAT OVER 116 BILLION BUSINESS- RELATED EMAILS WILL BE SENT WORLDWIDE PER DAY.”


This is a practice that businesses across the country are echoing. While cost, space and environmental drivers are pushing decision makers to reduce printing and storage of


30 | TOMORROW’S FM


paper records, the proliferation of data in the modern workplace also needs careful management. In 2016, it is predicted that over 116 billion business-related emails will be sent worldwide per day, and this is expected to increase by 5% every year until 2019.


“THE GOVERNMENT’S ‘DIGITAL BY DEFAULT’


AGENDA PLEDGES TO DELIVER A ‘PAPERLESS’ NHS BY 2018.”


With such an influx of data, physically printing and storing all paper records is no longer an option. Consequently, businesses are re-assessing existing practices by moving as much data online as possible. In this way, information can be accessed with the click of a button, while big data sets can be analysed to create valuable business insights.


While the benefits of transitioning to digital data and document management are clear, the process must be undertaken with caution to ensure it has the desired impact on business function – and more importantly, the bottom line.


The rapid growth of the interconnected world has prompted businesses to re-evaluate decades old document management processes that are now simply insufficient to deal with today’s data explosion. Increasingly, organisations are taking steps to transfer hard-copy files online to


KEY PRIORITIES THAT CIOS SHOULD BE


CONSIDERING INCLUDE:


1. An assessment of which information should be moved or deleted.


2. Replace dated processes with improved and easy to incorporate methods. If companies can use their IT infrastructure to save every worker one minute per hour, the time and money saved could be huge.


3. Assess the cost of ‘doing nothing’. Decision makers must work with an IT services specialist to identify the true cost of lack of collaboration, wasted time, wasted effort and reliance on paper.


4. Businesses must ensure staff are enabled to use it to its full potential through training. With correct training, the workforce will engage with these new ways of working and perform better. This amplifies ROI alongside the other benefits that going digital would bring.


reap the benefits of reduced costs, more efficient use of time, and increased access to insightful data. While CIOs must manage this process of change with care, ensuring buy-in from staff throughout the company, it’s clear that those who simply ‘do nothing’ will ultimately lose out.


www.ricoh.co.uk twitter.com/TomorrowsFM


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