It’s relatively common for enterprise employees and contractors to have difficulty accessing documents they need for their daily work. Typically, this is because the company continues to maintain legacy paper documents and processes; stores documents in decentralized areas such as file cabinets, user laptops, and various siloed servers, and does not have document standards with an overall governance strategy.
No More Playing Where’s Waldo!
According Jotform, “It’s no wonder that 82 percent of workers say their productivity suffers because it’s difficult to locate documents when they need them. Not only does this lack of organization impact employees’ ability to get things done, but it also increases the chances of files being lost or damaged and creates security vulnerabilities.”
If you don’t have a modernized, formal enterprise-wide document strategy, you should. The purpose is to centralize and optimize storage and access across the entire enterprise, including remote workers and multiple facilities, in order to ensure business continuity. And, even if your company has a strategy in place, are you updating this plan on a regular basis to keep pace with technology advancements?
Now may be an opportune time to do this. According to Brightspot.com, “The content management industry is in the midst of a renaissance borne of major new advances in strategic content technologies, the growing importance of digital experience in all aspects of content, and the proliferation of digital channels and enabling IT systems.”
Build and Maintain a Modern Document Strategy
Let’s take a look at some guideposts for creating a strategy, if you don’t already have one, and how to keep it current with today’s technology.
Your document plan should be a living document, which includes actions for managing all business content using messaging, planning, monitoring, measurement, and execution. “Content” refers to any information that is intended for business stakeholders, including customers, partners, and internal business users, no matter how it is delivered (e.g., mobile, web, email, video, mail). Understanding the value and importance of content access, how can you assure that all business stakeholders can avail themselves of needed information in a timely manner?
Use a Framework
Your strategy framework should outline all elements of the end-to-end document process and identify the objectives, best practices in implementing the strategy, the expected lifecycle of business content, and common challenges to be remedied.
“Best practices” delineate specific tactics that align with overall business strategy. They must meet stakeholder requirements, establish the governance team, have executive sponsorship, include scheduled reviews and revision of objectives, and importantly, alignment with the latest technology objectives.
Keeping Pace with Technology
As your document management plan is a living document, it should change as your company goals change. Your Enterprise Content Management System (ECM) or Content Services Platform (CSP) should include the necessary features and tools to adapt to your strategic requirements.
Gartner notes that CSPs are “the foundational component in an organization for the management and use of content. CSPs provide a way for employees to retrieve and work with content in a modern, seamless way across devices and organizational boundaries.” Whichever type of document management system you use, it should seamlessly integrate with your other enterprise applications and successfully meet the operational goals of your business.
Your particular strategy may encompass key areas that process a large number of document transactions, such as Human Resources, Accounts Payable, and Legal. Optimizing performance in these “high traffic” areas by deploying the latest Artificial Intelligence (AI), automation, role-based security, and cloud-based storage technologies could dramatically streamline workflows. Scanning physical documents to digital, automating Accounts Payable processes, and digitally executing HR transactions is where many companies experience breakthroughs in leveling up.
For further information on how to create, implement, and operate an enterprise-wide documentation management strategy for your organization, contact our experts online or call (603) 625-1171.