Bridging the Gap

Competition necessitates seamless operations and proficiency with changing technologies. Adopting a document management strategy into your business process is one solution for improving efficiency. However, before you look into investing in document management software it is imperative to consider the following:

Current Paper Processing Methods
Speed of Retrieval
Industry Compliance Standards and Record Retention Liabilities

Examining these topics optimizes potential ROI, because they set the foundation for defining needs and growth strategies, while allowing for effective implementation of a technical solution.

Defining Your Paper Process:

Whether your business is small or large, established or just starting up-the first step toward organizing your documents begins with assessing your current paper process. While document management software is praised for its organizational capabilities, it is not an automatic solution to an underlying problem. Unless you have an implementation strategy and clear road map of how you want information to be handled, you are merely projecting one poor process onto another. Thus, discerning gaps in your current process is a proactive method of preventing inefficiencies down the road.

Speed of Retrieval:

The question is simple: Can you attain a competitive advantage over rivals using a paper-process?

When clients deserve immediate attention, you cannot sacrifice time to searching for a document.

Assess the following scenario: your day begins with a client requesting information regarding an invoice---do you have the ability to locate and send off the needed information in a matter of seconds? Or, is your initial response, "I will get back with you sometime this afternoon"?

Now, consider that the same client is working with a competitor that operates with an ECM solution and has the ability to respond to their needs BEFORE they even hang up the phone.

--Which service provider is more appealing?

Industry Compliance Standards and Records Retention:

The main concern regarding Compliance Standards and Records Retention is best relayed by asking yourself if your business is prepared for an audit.

Compliance Standards and Records Retention policies define the legal guidelines and liabilities specific to handling business critical information that is imperative to the operation of your organization. Document Management software can aid in the process of organizing and ensuring that essential information conforms to regulating principles.

As such, a comprehensive understanding of how these guidelines relate to your business will inform the best possible means to handling this information securely.

Implementing a document management strategy can be a valuable means to securing a leading edge in your industry. However, like fitting the pieces of a puzzle together, a document management strategy is only optimal with proper planning and organizational assessment. If your current paper process is in shambles, then throwing technology into the mix does not instantly generate a pretty picture. Organize, plan, implement---know where you are and where you want to be; bridge the gap and drive your business.

Dana M. Dombrowski