DOCUMENT/DATA MANAGEMENT
system. For companies looking to digitise their paper files, this task can seem daunting. However, ECM solutions incorporate scanning and document capture features, which not only digitise paper documents, but also intuitively recognise the type of file and what it relates to, then classify and store the information accordingly.
However, many of the bad habits associated with managing paper documents in folders and filing cabinets are often replicated when transitioning to an electronic approach that is still predicated on the use of folders on the network drive.
Recent research conducted by M-Files has underlined this: according to the UK organisations polled, 95% said they face some sort of challenge when trying to find, access and edit documents in the workplace. The same survey also revealed that 64% find that documents are often saved in the incorrect folders or systems, and 63% said they have had to recreate documents that already existed because they were unable to find them.
TAMING THE PAPER TIGER
Julian Cook, Vice President of UK Business for M-Files talks us through the transition to
electronic document management and automated manual processes.
Despite the difficulties that paper-based document management can pose for facilities managers, many organisations still rely on manual processes when it comes to managing their information. The use of paper can make it nearly impossible to securely manage, process and secure documents.
When considering how best to reduce reliance on paper, facilities managers should consider the virtues of implementing an enterprise content management (ECM) solution to make the process of managing documents as simple, efficient and secure as possible.
AN INTRODUCTION TO ECM ECM solutions can dramatically improve the way a
business manages its information electronically, by organising, classifying and presenting documents to users based on their value and relevance, rather than relying on traditional, folder-based structures. One of the biggest challenges when implementing an ECM solution is getting all of a company's files and documents into the
64 | TOMORROW’S FM
EFFICIENCY GAINS By leveraging an ECM system to streamline and automate
previously manual document management processes, facilities managers can play a key role in an organisation’s bid to increase productivity and stamp out inefficiencies. By taking steps to digitise reams of paper documents and automating file review and approval processes, employees can quickly and easily find the documents and information they need, from wherever they are working.
ELIMINATING "VERSION CREEP" One of the greatest challenges associated with paper-
based document management is the ability to ensure that employees are using the correct and latest version of documents. Often, multiple copies of paper files are created, printed and shared when updates are made, which then makes it difficult to know where the most current draft is - a problem often referred to as "version creep”.
By digitising this information, and through the use of ECM software, any document will only ever exist once – and any changes or updates will simply create a new version of that document. Not only does this ensure that information is stored securely, it also means that employees know that the version they are using is the correct one.
HELLO ECM, GOODBYE PAPER Finding a way to manage documents in a more efficient
and productive manner while also reducing reliance on paper, should be a priority for facilities managers if they are to cope with the ever-increasing amounts of business information.
However, simply moving from paper to electronic document management can cause problems in itself if not done correctly. Organisations should leverage the power of next generation ECM solutions in order to reap the benefits in efficiency, productivity and security.
www.m-files.com twitter.com/TomorrowsFM
Page 1 |
Page 2 |
Page 3 |
Page 4 |
Page 5 |
Page 6 |
Page 7 |
Page 8 |
Page 9 |
Page 10 |
Page 11 |
Page 12 |
Page 13 |
Page 14 |
Page 15 |
Page 16 |
Page 17 |
Page 18 |
Page 19 |
Page 20 |
Page 21 |
Page 22 |
Page 23 |
Page 24 |
Page 25 |
Page 26 |
Page 27 |
Page 28 |
Page 29 |
Page 30 |
Page 31 |
Page 32 |
Page 33 |
Page 34 |
Page 35 |
Page 36 |
Page 37 |
Page 38 |
Page 39 |
Page 40 |
Page 41 |
Page 42 |
Page 43 |
Page 44 |
Page 45 |
Page 46 |
Page 47 |
Page 48 |
Page 49 |
Page 50 |
Page 51 |
Page 52 |
Page 53 |
Page 54 |
Page 55 |
Page 56 |
Page 57 |
Page 58 |
Page 59 |
Page 60 |
Page 61 |
Page 62 |
Page 63 |
Page 64 |
Page 65 |
Page 66 |
Page 67 |
Page 68 |
Page 69 |
Page 70 |
Page 71 |
Page 72 |
Page 73 |
Page 74 |
Page 75 |
Page 76 |
Page 77 |
Page 78 |
Page 79 |
Page 80
