While information has always been vital to an organisation’s health and success, has there ever been a time when we could realistically actually hope to get our hands on so much of it? Unfortunately, just knowing that all this data is being recorded, somewhere, doesn’t actually do anything for us. It is easy to get lost under mountains of papers, and folders, and filing cabinets stuffed with folders stuffed with papers. However there are ways to control this massive amount of data and paperwork and actually turn it into a cost saving as well as customer service improving mechanism.
Managed Print (or Document) Services (MPS) can be the first step in this process. MPS is an excellent way to reduce office costs by improving efficiency and is generally simple to implement. An MPS program will provide you with accurate information on your current printer fleet, including volumes, paper usage, device error reports, power consumption. Acting on this information you can effectively ensure all your print devices are operating at maximum efficiency and change the culture in your organisation to reduce waste print. On average our customers alone save 10-30% on the total cost of ownership for their devices.
Now that your organisation is creating less paperwork, the next step is to manage the paper data entering your organisation. There is a wide variety of software that can capture, organise, automate, and store any documents that enter your business. Digitizing information as it enters your business has numerous benefits: reducing the need for physical storage, improving security by ensuring documentation is always accessible to only those who need it, ensuring important documents are not lost, allowing the automation of repetitive and time consuming tasks, and granting everyone access to the documents they require to do their job exactly when they need it regardless of where they may be. Now, if telecommuting or travel is not common in your organisation you may wonder how the last point applies to you, but just think about how much times is consumed looking for documents and files? Whether it is looking through filing cabinets and boxes or just walking down the hall to get the document from a colleague, an enormous amount of productive time is wasted.
So whether it is to save money, increase productivity, or to guard against legal and PR related issues, if your organisation is not effectively managing its data documentation perhaps it should. Below is a table depicting issues faced by organisations who do not manage their documents effectively.