Tag Archives: Management Solutions

How to implement a document management solution

What is document management?

Often referred to as DMS (Document Management Systems) is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. [Source: aiim.org]

Loss of data and information management poses challenges for many organisations not least the intergrity and security of senstive company information and the management of

Implementing a document management system will save you time and money!

Implementing a document management system will save you time and money!

customers data. Many companies operate on an ad-hoc reactive basis only developing systems when the need arises or when there is an obvious breakdown in the management of internal processes.

Unstructured and ad-hoc solutions evolve out of a legacy of existent systems most of which are paper based resulting in duplication, non standard and system inefficiencies.

This coupled with the increasing public awareness in the sensitivity of data exposes companies to unncessary risks and cost.

How do you manage your documents?

Information management is a critical part of the business process on par with more traditional business operations but few organisations consider it to be so or, have the time or expertise to build an information management program.

Document Management is one of the more complex and sensitive jobs that an organisation has to manage.

Documents are created, edited, published, revised and stored either as a paper file or electronically. This is referred to as the documentation life cycle and managing the procedure is known as document management.

Companies create and store many business documents with people contributing to the system daily making the management of the process an even greater challenge.

When a document is created electronically, it requires some storage space on a PC. Someone creates a document but it is feasible that several other people in the company may require access to it this can be problematic if the organisation has many employees and this is further complicated when you factor in employees who work remotely or are located all over the world rendering saving the document on a personal computer locally inaccessible.

Document Management systems reduce paper filing provide instant access to files, can store any document type securely.

Document Management systems reduce paper filing provide instant access to files, can store any document type securely.

Here are some tips on how to implement a document management system using an outsource partner

  • Hosted document management solutions offer a pay-as-you-go model based only on the services you need and the volume you process. The solution provider is responsible for hardware and software upgrades giving you access to the latest features without capital expenditure. A hosted document management solution can be running in a matter of weeks compared to the months it takes to evaluate, procure and then install an in-house solution.
  • The average business produces a massive volume of documents which can make locating and retrieving documents in a timely fashion a real challenge and to compound matters files are often filed in non standard indexing systems making documents difficult to find. A single source supplier for document management solutions can help reduce operational and legal risks by managing a company’s information assets as they have the expertise, infrastructure and knowledge to provide best practices for implementation.
  • Workers waste thousands of pounds each year trying to find information that doesn’t exist, can’t be found or is recreated again. Up to 50% of our time can be wasted trying to find the information we need.
  • Outsourcing enables the service provider to minimise your business risk associated with in-house solutions where physical records are moved offsite to storage facilities, scanned and then returned for re-filing increasing the risk of lost and incorrectly filed documents. Physical documents are easier to find, scan and can be filed in a single location and the paper document never leaves the security of the vendor’s facility. Audit trails are maintained making it easier to access valuable content.
  • Managing documents with unstructured content and in a non standard format requires additional business and information technology resource. Documents stored in cabinets, record storage boxes and scattered in different locations and electronic files stored in multiple applications makes accessibility a real challenge. Using a DMS combines the cost effectiveness of traditional paper storage for the bulk of your records with the speed, convenience and cost savings of digital access. Files are kept in paper format and are scanned on demand.
  • Employees want self service access and retrieval and as speed is of the essence digital file access has to be put in the hands of end users. A hosted document management system can support this requirement providing intelligent scanning and image capture features supported by a digitisation process. Once documents are imaged they can be made available via an FTP site (File Transfer Protocol), ECM system (Enterprise Content Management) or via a hosted repository.
  • Few organisations have the resources or expertise to create or implement an effective document management strategy and solution. When outsourced the vendor takes care of the document management conversion, information security and privacy making sure best practices and compliance are followed.
  • Implementing a DMS can be a foreboding exercise but using an experienced provider who can manage the complexities of setting up a program cost effectively and efficiently will save time and money and will provide considerable value to the organisation in the long term.

Alchemy Document Management solutions and software creates a digital file cabinet for your company where you can securely store any document type and then find it within seconds. Providing document scanning, document imaging, document archiving, fax archiving and electronic records management capabilities.

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How mobile working has changed our lives.

Seems like a lifetime ago when I entered the working world fresh out of University and at a time when the internet, mobile devices and cloud computing weren’t even thought of.

The nearest I got to anything remotely computerised was my wonderful Olivetti electronic typewriter capable of holding I think it was 8 pages of A4 in its memory so that obviously included my C.V.

Over the last twenty years technological advancements make it possible to work remotely and has changed the way in which we approach our working day.

remote or mobile working has given the family with young children more flexibility!

remote or mobile working has given the family with young children more flexibility!

Mobile devices, smart phones, tablets, e-readers, kindles all of which provide accessibility to the internet.

From my point of view, work is now seen as an activity and not a destination or location that one has to trawl through traffic to get to day in day out.

One particular Manager I recall working for in the City in my days as a Sales Rep absolutely insisted I report to the office first thing in the morning prior to the commencement of my customer visits for the day. This meant a trip to the Angel, London, my place of work and then on to to see customers which could have been North of London. What an absolute waste of my time, company time let alone the cost of fuel and traffic frustration.

No matter how hard I tried I could not convince him that working this way was tiring and ineffective. Clearly, me showing my face at the beginning of the day was the reassurance he needed to know I was working. Obviously it didn’t cross his mind that if I wanted to I could have bunked off any afternoon and gone down Oxford Street shopping!

Despite this I am pleased to say that in the last ten years there has been a radical shift in mindset toward the advantages of the mobile working model.

Accessing emails, connecting to remote systems and company data on the go have revolutionised the way we work, engaging with customers remotely, on social media, email and mobile phone are an accepted part of the new working model.

Employees are no longer obliged to sit at their desks day in day out. With the advent of mobile computing and devices enabling access to company data remotely, work can be fulfilled wherever you are.

Organisations have streamlined integration of business applications into the mobile world through cloud computing providing a deeper level of functionality and security in mobile platforms for remote working.

In turn this has resulted in:-

  1. Full access to all business critical systems and data resulting in quicker decision making
  2. Enhanced productivity as employees can work wherever they are
  3. Increased flexibility, changes in working hours and the option to work from home especially during bouts of heavy snow and interrupted travel
This remote working model has made portable mobile devices indispensable; the biggest headache is deciding which one is the right one for you!
Organisations welcome these changes as it is brings tangible benefits in cost reduction, growth, employee satisfaction and better customer care.

Mobile devices and cloud computing have revolutionised the way we work.

Mobile devices and cloud computing have revolutionised the way we work.

For all the years I did my best to put forward a convincing argument for mobile working, is there a downside to working alone, at home, remotely?

Carrying your “office” may have its disadvantages, leaving us disconnected from work colleagues and associates. Working from home or mobile working does require a degree of discipline its easy to be distracted by other external influences such as the home phone ringing, a neighbour seeing your car on the drive who just happens to call unannounced.

None of which is insurmountable as long as you set your working boundaries, hours of work and bolster a big sign that says “I might be in but I am actually working from home today”

What initiatives can you implement to ensure employees are singing from the same hymn sheet:-

1. Set and agree goals.
It’s easy for employees to get lost without a sense of purpose whilst Managers still set goals, collaboration and agreement between team members is vital.

Remote employees actively suggest new ideas, create their own projects, set and share personal goals and put forward solutions.

2. Stay connected
Great team players are trustworthy and available. Web and mobile connectivity makes it easier to connect with remote employees but it can also make it harder and less certain i.e. are they on a call with a client? Is she on Skype with an associate?

Whose responsibility is it to stay connected? The remote worker’s or the office? No wrong answer here but remote employees assume the onus is on them to stay connected.

Remote employees let others know when they won’t be available and the reasons why, they also make it known how they can still be contacted in the event of an emergency because they consider working remotely as a trade-off they may have more freedom to slip into the kitchen and make a coffee but they also recognise that with that freedom comes the responsibility of super-availability. This in turn means that super-availability creates trust with employees and customers.

3. Focus on results not time.
In some organisations it’s enough to show up and put in your time; what you actually accomplish is almost secondary to being present.

Employees working outside of the main offices give up results, not presence. Remote employees focus on accomplishing objectives as quickly and efficiently as possible. If a task “should” take a week and it is completed in three days that opens up time to accomplish other tasks.

There is no doubt that remote working and cloud computing has opened up our lives to creativity, self will and freedom to manage the end result.
As long as the end gain is a sense of well being, accomplishment and more time to spend with the family then mobile working should be welcomed by employers and employees alike.

What do you think?

Do you prefer working from home or do you need a more governed and routine approach to work?

We love to hear your view point so why not leave a comment in the box below.

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