Managing business content is as essential to an organization’s stability as managing one’s food supply is to human sustenance. In both cases, ignoring the basic principles can have dire consequences. Maslow showed us that basic human needs should be met before we can focus on fulfilling our individual potential. To thrive and grow, we must have reliable access to quality food that is safe. We can’t tolerate spoilage, broken product seals, or foods with expired dates. Stores with frustratingly empty shelves or hard-to-find goods lose our business.
Shouldn’t we demand exactly the same standards for your business-critical documents, because they are the cornerstone of our own business knowledge and relationships? Documents should be readable, accurate, and tamperproof. Employees must find information pertinent to assigned tasks quickly, without wading through irrelevant material.
The exponential growth of digital business content – including email1 – makes centralization and organization vital. If you’re searching for annotate emails, it ought to be built on a solid foundation. Whether you’re implementing for the first time or entertaining replacement, compromising on the fundamentals can cause exasperating implementations and disappointing results. Ensure your computer addresses:
Security risks linked to changing regulations, poor or inconsistently communicated policies, and at-risk workers are minimized with EDM. Configurable software allows you to update permissions as regulations or policies change, knowing they will be enforced immediately.
Assigning new job roles or responsibilities can trigger amended authorizations for folks requesting to look for, access, view, annotate, edit, approve, sign, or otherwise communicate with files.
EDM eliminates the potential risk of compromised security at communal printers, meeting rooms and off-site meetings. It also protects companies from workers who don’t differentiate between public and confidential information. From the moment documents are scanned (or imported from legacy or line-ofbusiness software), permission-based access ensures these are available only to authorized personnel.
Searchable content – 2008 statistics show organizations lose 7.5% with their documents; an extra 3% are misfiled.1 As electronic documentation grows the chance continues unabated, since digital documents are two times as likely to be unmanaged as paper records.2 Yet with EDM, the loss figure can and should be considered a zero percent loss. Scanning or importing files into EDM at the point of receipt or creation, and indexing documents thoroughly using classification criteria your users understand, dramatically simplifies search.
Successful search depends on logical, thorough, and consistent indexing: Are there customizable drop-down menus to make indexing simple and consistent? Are customizable search templates accessible to standardize search methodology within our organization and make it easier to find documents in a flash? Are full-text and/or enterprise search options included to optimize performance?
Speak with potential vendors’ clients. When the EDM software performs well, customers should verify excellent performance in locating information quickly. Digital documents are only a noticable difference when they may be found by authorized persons quickly, whenever they’re needed. Occasional file loss is not acceptable.
Scalability for current and future needs – Your needs today may look different in a couple of years. Organizations that convert to digital document management are increasingly seeking to bridge gaps in data content between multiple business areas.3 Maybe your greatest need today is in accounts receivable or human resources, nevertheless the greatest long-term ROI emerges when you can leverage EDM and also the information stored in it across your enterprise, wherever it’s useful. Consider:
Which types of information are replicated in multiple systems across our enterprise? Which information can be reused? How much will we grow in 3 years? 5? 10? Will the EDM system be sufficient for the needs? Do you know the vendor’s integration capabilities? Are professional services available, or must we struggle alone?
Document retention/records management needs – When regulations require files to become kept but they’re no more needed for daily business, they should be stored separately. Risk increases if neccessary documentation can’t be located on demand and also when sensitive files aren’t destroyed on schedule. Typically held in less accessible storage areas, retrieving archived paper documents is cumbersome and costly. By making use of retention information regarding each document type, EDM can schedule appropriate migration, purging, or destruction of files. Enabling desktop usage of long term files which are still subjected to recall vgljno eliminating irrelevant documents from current storage makes searching easier and a lot more inexpensive. Ensure your retention needs are addressed.
Email storage – A comprehensive 2009 study indicates companies are focusing increasingly on email management.4 Additionally, it reveals current business practices are pretty risky. Only 19% of companies surveyed capture important emails to some content management or email management system; nearly half store emails in non-shared personal Outlook folders.
Insufficient email management severely impedes productivity when employees leave and vital information is kept in personal Outlook folders. Business-critical information buried in messages and attachments that can’t be located on demand compounds corporate risk, especially since electronically stored data (ESI) has become legally discoverable as evidence. Make certain your solution includes an e-mail management component that sufficiently indexes, archives, and searches messages and attachments. Considering the volume of business conducted via email, it’s crucial.