Xerox is one of the leading vendors helping companies manage their
documents. Managing documents is more than just scanning documents, but
it also includes workflow, permissions, and being able to integrate
paper documents in the normal “digital process” of communications in a
company. This includes employees, partners, customers and any others.
David Smith, vice president, DocuShare Business Unit, Xerox Corporation shares his insight about document (or content) management.
Smaller organizations can’t afford to waste time or money searching
for documents. To remain competitive and maximize workplace
productivity, SMBs require immediate access to business critical
information, which can be achieved through an effective enterprise
content management solution (ECM).
The ROI of ECM for SMBs
Increase productivity, reduce storage costs, and improve customer service
According to Basex, a knowledge economy research firm, $650 billion
worth of productivity is lost per year as a result of “information
overload” — the barrage of papers, emails and other forms of content
circulated daily. An ECM solution helps employees combat the ongoing
drudge of documents by taking paper out of the process in exchange for
digital files that are easy to manage – making work processes faster
and more efficient. In addition, SMBs can cut print-related costs,
sometimes by thousands of dollars each month and reduce the need for
physical filing cabinets.
Also, with an ECM system, customer documents — such as purchase
orders, warranties or invoices — can be quickly accessed online which
improves customer response times and customer satisfaction.
Government and industry regulations require businesses of all sizes
to comply with specific document retention and retrieval policies.
Failure to comply with these mandates can result in hefty financial
penalties. An ECM solution can help meet compliance measures by
establishing document access permissions and a record of activity for
Businesses are taking a hard look at their impact on the
environment. For many SMBs, “going green” is not only important for
sustainability goals but can also result in significant cost savings.
An ECM solution manages documents electronically, reducing the amount
of paper, ink and toner businesses use. Gas emissions, transportation
and postage costs affiliated with the shipment of hard-copy documents
can also be greatly reduced when using an ECM solution.
Choosing the Right ECM System
Small businesses can be easily crippled when forced to spend too
much down time implementing a solution, or teaching employees how to
use new software. It is important to keep things simple and make change
easy and intuitive so it is accepted and adopted quickly. While for
years ECM solutions were too complex for the average SMB to implement,
today some solutions can be installed and running in the same day, with
very little IT support required. If the solution has intuitive
interfaces, little user training may be needed.
Accessibility of files and information located in ECM repositories
is crucial. While it’s important to access files from within the
office, also look for an ECM solution with Web-based folders that
allows secure, 24/7 access for remote workers, such as those in home
offices or other locations across the globe. This speeds efficiency and
fosters communication and collaboration without straining the budget.
Digital archives can be easily backed up to protect against accidental
loss, including natural disasters or other business interruptions.
Leveraging Existing Assets