The goal of every organization (even nonprofit organizations) is to bring in more money and expand their reach, and the document management solution as growth facilitator is a premier technological road map for accomplishing this objective.
While growth is often discussed as an important aspect of organizations, few set forth guidelines on how to manage this growth, which is reason for concern, especially since 90% of the world’s data has been created within the last 2 years.
This data remains un-leveraged due to paper-dependent business practices. Keep reading to see ensure your success with DMS as a growth facilitator technology.
Evolving Organizational Intranets
The document management system is a tremendously relevant technology for maintaining organizational growth, for it not only creates efficient processes freeing up room for growth, but also offers the means to accommodate this growth inasmuch its users behaviorally adapt to its features, functions, and various other applications such as encrypted web portals.
As any organization grows, so do its risks for room for error—a risk that a document management solution sophisticatedly controls.
There is a point in which organizational growth may require ECM (Enterprise Content Management) technology—a solution entailing various strategies and technologies better suited for complex mid-sized to very large organizations.
Moving from a document management solution to ECM (Enterprise Content Management) solutions will be primarily important for growth centric organizations in healthcare, law, and postsecondary education.
Business Continuity: The Document Management Solution Definition
In 2012, 9 of the top 10 most expensive natural disasters happened in the US. In fact, 2012 was the third costliest year for insured losses on record, and the frequency and severity of these disasters are increasing.
This puts an important question to domestic businesses: How will you recover critical business data and files in the event a disaster sweeps through your location?
Although many DMS vendors view business continuity solely from an information retention perspective, business continuity is about much more than sustaining files and mission-critical information in the event of a natural disaster.
It’s also about ensuring a document management solution is predicated upon a sustainable filing, storing, and sharing model if growth, organizational restructuring or mergers are to occur.
Relating to document management technology properly is as important as understanding its features when it comes to ensuring growth through DMS.
Document Management Solution and Satellite + Remote Access
This powerful add-on tool, as discussed earlier in the features section of this eBook, allows a corporate headquarter or entity to simultaneously access files and documents in various office locations, including the ability to log in to satellite accounts in other remote offices from any location.
The level of accessibility can be set up by the DMS vendor at the corporate entity’s request. This functionality is beneficial to growing companies with multiple offices and branches, and is also a useful auditing tool, particularly for external auditors.
A Document Management Training Model for Growth-Oriented Organizations
Although many document management solution vendors would love to profit from doing multiple product trainings within each organization, this is unnecessary for DMS buyers.
An easier and more cost-efficient process entails having one department within an organization learn the features and uses for the product, then having the department which first learned the technology teach it to other departments.
If an organization is truly committed to cost-efficient growth, this training model suffices and has proven successful for many organizations. This training routine has been especially helpful for eFileCabinet customers learning about the ZOCR feature, which is particularly important at the document management solution as growth facilitator implementation stage—a stage where the scanning and uploading of documents matters.
Although this training model for growth oriented organizations shouldn’t be used to preclude an initial training session, it can be used subsequently as a “trickle down” teaching process with a document management solution as growth facilitator. Most vendors’ purchase plans don’t accommodate, in terms of price, a cost-efficient means to abide by an alternative;
paying for training across departments is unnecessarily expensive, and that’s why a document management solution as growth facilitator mindset can improve usage outcomes.
Startups: Begin your Business with a Document Management Solution to Expedite Growth
Although most startup organizations are usually small and cost averse due to a perceived or actual lack of funding resources, angel investor capital, business loan cash, or any combination of these items will have little impact without a digital information management model.
The document management solution is one of the few technologies that provides this model effectively yet independently of an entrepreneur’s planning, creating an effective inroad to strategy and business development roadmaps for entrepreneurs across numerous industries.
Arguably one of the most crucial aspects of bringing an organization’s objective to its fruition is installing an adaptive technology to handle the many multifaceted, information-centric changes new organizations will inevitably experience.
Getting document management right the first time and avoiding the transitional process can further compound the cost savings organizations reap from transitioning to the document management solution as growth facilitator road map.
An End-note on the Document Management Solution as Growth Facilitator
For the modern organization, nothing is so overlooked yet important as information management. A document management solution can be the premier tool for small to mid-sized organizations (or departments within larger organizations) seeking to go paperless and manage their information effectively as possible—reducing costs and improving efficiency across the operations spectrum.
In summary, it is no longer answered questions that may simplify the document management solution decision-making process—but rather one question that you, the DMS prospect, must ask yourself: When (not if) will my organization go paperless?