Employees are more mobile, collaborative with digital document management

April 19th, 2013 | Posted by Kevin Corley in Business Process Automation | Document Management | Information Management

Enterprises are faced with growing volumes of information, and gaining control is critical as unruly record keeping can impede employees' ability to collaborate. In order to fuel more efficient processes and decision-making, firms can leverage digital document management software, which can improve data accessibility, integrity and security.

Real Business contributor Mark Warren reported that ad-hoc approaches to document storage have led to duplicate copies of files, improper archiving and general disorganization. Warren cited Harris Interactive research that 83 percent of employees lose time every day due to issues with different document versions, forcing them to sift through to find the right information. Beyond frustration and wasted time, the consequences of these problems can lead to missed business opportunities and damage to the firm's reputation, according to Warren. He explained that problems frequently stem from having to search for the most up-to-date files or waiting for a co-worker to finish working on a document to view changes and updates, all of which hinders collaboration.

As a solution, Warren suggested that companies need to deploy solutions that are user-friendly, fast and traceable. He pointed out that having multiple systems or tools for managing files is insufficient because users may find it difficult to access the most accurate or up-to-date version. Instead, by centralizing document management onto one electronic platform, enterprises can ensure that all employees are on the same page and able to rapidly retrieve exactly what they are looking for.

Speeding up processes
Smart Business Ideas reported that Jan Ford Real Estate in Port Hedland is one firm that has utilized modern technologies to deal with rising demands. According to the news source, the number of houses in Port Hedland is set to double in the next five years, but by allowing mobile access to data from smartphones and tablets, Jan Ford has been able to cut processing times by 90 percent or more. In a fast-changing environment, mobility is the key to successful operations. Andrew Volard, director of device management at Telstra, explained to Smart Business Ideas that real estate agents need access to calendar appointments, email systems and documents on the go, and further, they need to be able to collaborate easily with other team members. He noted that real estate agents can gain a significant advantage with the ability to record details regarding prospective clients on the spot, or conduct immediate property assessments on their tablet and directly email reports to clients.

Documents are the center of all brainstorming and planning, and without an effective electronic system for managing files, innovation is limited.

Brought to you by Image One Corporation providing complete information governance since 1994.

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