Taking care of business content is as vital to an organization’s viability as managing one’s food supply is to human sustenance. In both cases, ignoring the basic principles may have dire consequences. Maslow showed us that basic human needs must be met before we can pay attention to fulfilling our individual potential. To thrive and grow, we require reliable usage of quality food which is safe. We won’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 the identical standards for the business-critical documents, considering they are the foundation in our business knowledge and relationships? Documents must be readable, accurate, and tamperproof. Employees must find information pertinent to assigned tasks quickly, without wading through irrelevant material.
The exponential development of digital business content – including email1 – makes centralization and organization vital. If you’re looking for email notes, it should be built on the solid foundation. Whether you’re implementing the first time or entertaining replacement, compromising on the fundamentals can lead to exasperating implementations and disappointing results. Make certain your system addresses:
Security risks related to changing regulations, poor or inconsistently communicated policies, and also at-risk personnel are minimized with EDM. Configurable software lets you update permissions as regulations or policies change, knowing they are enforced immediately.
Assigning new job roles or responsibilities can trigger amended authorizations for individuals requesting to search 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 time documents are scanned (or imported from legacy or line-ofbusiness software), permission-based access ensures they are available just to authorized personnel.
Searchable content – 2008 statistics show organizations lose 7.5% of the documents; an additional 3% are misfiled.1 As electronic documentation grows the danger continues unabated, since digital documents are twice as likely to be unmanaged as paper records.2 Yet with EDM, the loss figure can and should become 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 is dependent upon logical, thorough, and consistent indexing: Are there customizable drop-down menus to create indexing simple and consistent? Are customizable search templates accessible to standardize search methodology within our organization and help you to find documents in a flash? Are full-text and/or enterprise search options included to increase performance?
Chat 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 preferences today may look different in a year or so. Organizations that convert to digital document management are increasingly attempting 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 are able leverage EDM and the information stored inside it across your enterprise, wherever it’s useful. Think about:
Which kinds of information are replicated in multiple systems across our enterprise? Which information may be reused? Exactly how much will we grow in three years? 5? 10? Will the EDM system be sufficient for your 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 be kept but they’re no more needed for daily business, they must be stored separately. Risk increases if neccessary documentation can’t be found on demand as well as when sensitive files aren’t destroyed on schedule. Typically kept in less accessible storage areas, retrieving archived paper documents is cumbersome and costly. By utilizing retention information about each document type, EDM can schedule appropriate migration, purging, or destruction of files. Enabling desktop use of long term files which are still subjected to recall vgljno eliminating irrelevant documents from current storage makes searching easier and much more inexpensive. Make certain your retention needs are addressed.
Email storage – A thorough 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 details are held in personal Outlook folders. Business-critical information buried in messages and attachments that can’t be found on demand compounds corporate risk, especially since electronically stored data (ESI) has become legally discoverable as evidence. Make certain your solution includes an email management factor that sufficiently indexes, archives, and searches messages and attachments. Considering the quantity of business conducted via email, it’s crucial.