Build a Digital Document Database
The way you store, share and retrieve documents and data affect office productivity, and the bottom line.
Impact provides clients with a strategic plan for gaining control of document capture, and ultimately the business, by using business process improvement strategies and Enterprise Content Management (ECM) technology.
Utilizing an ECM to create a central database of business-critical information can streamline data entry by interfacing with other existing mission critical systems. An ECM will help capture, organize and distribute documents to specific targeted groups of users. It provides immediate access to relevant documents from all your systems. Quick access to these documents means responding quickly to customers and the ability to maintain an accurate record of business activities. Saved time is saved money.
Impact studies your office processes and replaces manual, time-intensive paper-based processes, with automated workflows in the ECM. Rules are set up, that when met, trigger a corresponding workflow. For example, a rule can be setup to automatically recognize an invoice based on a document identifier and send an invoice to the correct contact in A/R. Another rule can filter out invoices over a designated dollar amount and flag them as a priority item.
5 Main Benefits
In addition to a centralized depository of business-critical documents, there are five inherent benefits to adding ECM to your mix of business enterprise solutions:
- Digital documents are easier to share, but also easier to secure. You access your documents from one password protected database with many levels of configurable, controlled visibility. You can record logs of who access these documents, when and where. And you can be certain your documents aren’t walking out the door.
- Safe and Compliant
- The U.S. Department of Labor says that one in four businesses will suffer a catastrophic loss, a fire or a flood, you name it. 70 percent of those businesses will fail within three weeks (Price Waterhouse Coopers). Document management makes it easy to keep documents safe and secure. Every business must be compliant with certain reporting standards, whether for the IRS, or industry-specific standards, if you lose these documents you can lose your business. With document management solutions, backup measures are taken to protect this data.
- The average American office worker is estimated to use a sheet of paper every 12 minutes, and is responsible for the disposal of close to 200 pounds of paper a year (Hawkins, Lovins & Lovins). And, of all documents and office generates, 7 percent are just plain lost forever. Document management can cut these numbers down instead of trees.
- Employee productivity
- Professionals spend 50 percent of their time searching for information with an average of 18 minutes to locate documents (Gartner Research). That can total over $14,000 lost per worker per year due to inability to find necessary data (IDC Canada). Workers need to spend more time performing high-payoff tasks, solving critical business problems, and less time spent searching for documents.
- Total Cost of Documents
- Most obviously, electronic-based documents reduce costs associated with printing, copying, and filing or storing paper documents.
We have worked with companies in a variety of verticals to alleviate their paper-based processes with an Enterprise Content Management system. To learn more about specific ECM use cases and implementations, refer to our case studies.
- Frank DeGeorge
- Vice President, Strategic Services
Vice President, Strategic Services
Frank DeGeorge has been a part of the office technology industry for the past 10 years. With a Bachelor’s degree in Management Information Systems, Frank started at Impact right out of college as a Professional Services Engineer. Frank has since received various honors and promotions, including being named partner at Impact in 2014.