Strategic Document Management

Transcription

1 Strategic Document Management Dr Rose Laka-Mathebula

2 Are you frequently frustrated by your inability to find information when you need it? How much time do you spend filing and retrieving documents? How much file space is used storing multiple versions of the same document? How many documents are lost or out-of-date? THE PROBLEM? Most administrators lose up to 500 hours a year looking for documents. On average, professionals spend 50% of their time looking for information. The average organization: Spends R280 in labor to file each document. Spends R1680 in labor finding each misfiled document. Loses 1 out of every 20 documents. Spends 25 hours re-creating each lost document.

3 THE SOLUTION DOCUMENT MANAGEMENT!

4 DOCUMENT MANAGEMENT Document management is how your organization stores, manages and tracks its documents. (i.e. Word document, Spreadsheet file, Movie file, Sound clip, etc.) or as a traditional hardcopy consisting of one to thousands of pages. An Electronic Document Management System (EDMS) is a collection of technologies that work together to provide a comprehensive solution for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets of the organization.

5 Benefits of Document Management 1. Improve productivity 2. Reduce costs associated with manual document 3. Promote sharing of knowledge and information. 4. Enhance corporate transparency and governance. 5. Access documents while traveling. 6. Publish documents to removable storage devices or the web, as appropriate. 7. Low cost, high value.

6 Benefits of Document Management (cont d) 1. Documents are all held in one place and can be easily accessed by staff 2. Eliminates confusion over document versions and improves efficiency 3. No more duplicate files, documents can be shared between departments and offices. 4. Find documents easily every time. 5. Stored by categories and file types, located using an intuitive search functionality. 6. All client documentation can be quickly accessed in order to provide a high level of service. 7. Access your documents anywhere, anytime- remote access.

7 Key Considerations for an Effective Document Management Strategy Workflow- What is your ideal workflow? Integration- achieve maximum efficiency and accuracy People- Creating buy-in means soliciting input throughout the process. Ensure key members of your team participate in the planning and help outline a better overall workflow.

8 Workflow Do not try to digitally recreate your old paper-based workflow. Maximize ROI by taking advantage of digital capabilities, including the ability to monitor, route, locate and control documents as they progress through your company. Here are some important workflow questions to consider: How will the DMS track documents through the workflow? Can more than one person work on a document at the same time? Can the system help implement and enforce company policies about retention and deletion of files/documents?

9 Security You must protect sensitive client information from outside theft as well as inappropriate access within your company. To ensure robust security, ask these questions: Can you set up different layers and levels of access for certain users, groups or roles? Can you prevent some users from using certain functions? Can you restrict access to certain clients or groups of clients? Can you restrict access across departments or offices? Are files encrypted when not in use and during file transmission?

10 Scalability To achieve the best ROI, your DMS should be capable of serving your company for a long time. It will need to accommodate future growth. Here are some scalability factors to inquire about: Can you easily add efficiency solutions such as front-end scanning or an application that automatically flows information from a client? How much storage can the DMS support? What hardware or services would be needed to expand beyond those limits? What will be required if your firm wants to add new office locations or departments?

11 Efficiency The primary goal of document management is to gain efficiency, so your DMS should be easy to use, provide instant access to documents and be able to track documents throughout your process. Look at how easily and quickly you can: Enter documents into the DMS Find documents Edit documents Protect sensitive information on a document Distribute documents inside and outside the firm Manage within the DMS Work between the DMS and commonly-used applications such as Microsoft Office or Adobe Acrobat

12 Support for Administrative Staff The DMS should save time for everyone on your team including partners, administrators and managers. To support administrative staff, it s important that the system have an audit trail that can track every action performed by each user, with details such as workstation, network address, time and date. The DMS should also help managers monitor the progress of employees in order to increase staff accountability and better inform the delegation of tasks.

13 Remote Access Remote access and support for mobile devices - remote professionals and stay in better communication with clients. Consider these questions: Can you access client information and perform all key documentrelated tasks from mobile devices such as tablets and smartphones? Will remote users enjoy good speed and reliability? Does remote access provide the same level of security?

14 Protection Disasters can happen- protect your information against hardware damage and power failure. Understand how your new DMS will: Backup and restore Computer virus protection Return of your data

15 Compliance In addition to offering tight security, the DMS you choose should keep you in compliance with any regulations that are important to your business or apply to your clients businesses. Any good DMS should offer data encryption. Here are some questions about compliance to consider: Does the DMS protect all files from tampering? Are documents in the DMS as legally valid as originals? Is the system compliant with POPI Act or other regulations? Does the system automatically enforce document retention policies?

16 Components of Document Management There are six basic components of DMS: Capture of documents for bringing them into the system Storing and archiving methods Indexing and retrieving tools for document search Distribution for exporting documents from the systems Security to protect documents from authorized access Audit trails

17 Receive Documents from initiator SCANNING & INDEXING WORK FLOW Enter Details on RECEIPT & RETURN REGISTER Preparing Pre- indexing Data Sheet Return of Documents to initiator QC Verified Document Scanning Index & Upload to the Server Reporting, Approval & Audit Electronic File Creation Document Quality Control

18 THE CHALLENGES MONEY People: It is the toughest task to make people abandon there old working and to adapt to new working ways. Computer Malfunctioning New Technologies Backup in different Media Disaster Management Data Security/Data Theft

19 What is Microsoft SharePoint? A business collaboration platform for the enterprise and the web Allows individuals in an organization to easily create and manage their own collaborative Web sites Simplifies how people find and share information across boundaries, and enabling better informed decisions Seamlessly integrates with Windows and MS Office Does not refer to a specific product or technology Using the word Microsoft SharePoint is like using the word Microsoft Office Refers to several aspects of Web-based collaborative solutions

20 SharePoint as an Organizational Platform Individual groups can have a collaborative web site Access can be limited to the team and appropriate stakeholders Relevant information can be centrally stored and maintained Communications can be streamlined Relatively easy to use IT intervention is minimal Based on familiar tools and technologies: Web, Windows, Microsoft Office Microsoft SharePoint, that will provide a repository of how-to information and company policies.

21 SharePoint technology WSS WSS is the core technology of Microsoft SharePoint Considered as the engine of SharePoint Provides document management and team collaboration tools WSS is available for free as long as your organization is utilizing Windows Server 2003 or above MOSS MOSS extends the capabilities of WSS MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc. Extended features include Enterprise search, Personalization, Enterprise Content Management, etc. Unlike WSS, MOSS is not available for free

22 Ways SharePoint Can Empower Your Organization 1. Easily Create a Collaborative Site Technical skill requirement is minimal Microsoft Windows Microsoft Office Familiar with web browsing Easily define relevant access Based on communication needs If deployed appropriately, IT does not have to deal with Updating content Defining account privileges Maintaining a document repository

23 cont.d 2 Efficiently Manage Information SharePoint provides various tools to effectively centralize and manage information Schedule Documents Change Request Risk/Issue Log Budget Document management features Information storage Check-in/check-out Version control Content approval

24 Cont.d 3 Facilitate Team Collaboration Document Collaboration Document Workspaces can be used to jointly develop requirements document, reports, templates, etc. Discussion boards for offline communication Meeting Workspaces to support meetings

25 SUMMARY Objectives for your DMS Key components of the DMS Workflow Integration People Efficiency Scalability Security Remote access Support for administrative staff Compliance Protection

26