Nothing is free in the world today; but properly implemented document management comes close! Organisations need only make an initial investment that enables them to introduce document management policies that save costs to such a degree they pay back the original investment, and then pay for any desired advancements. This process of return on investment and reinvestment can be referred to as zero cost document management.
The first step to achieving zero cost document management is understanding that documents have a lifecycle. Implementing broad sweeping technology without taking into account the various stages of this lifecycle can be an expensive mistake.
The use and requirements of documents in each stage differ and not all stages in a document`s lifecycle should necessarily be managed with technology.
Zero cost document management requires the organisation to identify the areas in the business that will obtain immediate benefit from the appropriate management of documents. By identifying the immediate benefits of document management, quick wins can be derived and funding for the next level of document management can be freed up.
Steps down zero cost lane
Audit existing systems and policies: Organisations must gain a rudimentary understanding of how documents and records are being managed in the business already, with any associated costs.
Develop a retention policy: Documents must only be kept where necessary. Any documents that no longer hold business value should be destroyed in a correct and disciplined manner.
Duplicate and redundancy elimination: Duplicate and unnecessary documents must be identified and destroyed.
Off-site storage: Office space is expensive for storage purposes and warehouse space is unsuitable for document storage. Storing documents off-site in custom-designed facilities offers significant cost savings.
Live file management: Systems need to be implemented to prevent live documents from creating unnecessary expenses through loss, misfiling or damage.
Imaging systems: In many instances, implementing a document imaging system provides immediate benefits to the organisation, as such a system enables documents to be moved through the business more efficiently than paper documents.
Automation: Once documents are in electronic format, simple workflow and routing technology can be used to ensure the movement of documents happens in the most efficient way.
Expanding into the value chain: Instead of receiving and sending paper documents to and from suppliers and customers, collaboration with such partners can lead to the movement of electronic documents, reducing costs associated with scanning, filing, printing and delivery.
By implementing these steps, one at a time, organisations can save costs to such an extent that the money saved can be used to move onto the next step. As the organisation moves through each step, processes can be streamlined and costs lowered further. As costs are increasingly saved, the organisation is able to fund more sophisticated projects that can lead to better service, all at zero cost.
Share
Metrofile, an Empowerdex BBB-rated empowerment company, is the South African market leader in the management of business documents, and is committed to help customers reduce costs and improve productivity in processes that are centred on documents and corporate records.
All companies have a combination of paper and electronic documents, and are forced by law and customer requirements to secure the availability of the documents for the duration of their lifecycle. For most organisations, the volume of documents is growing at an exponential rate, and is becoming increasingly difficult to manage.
Metrofile is uniquely positioned to provide consulting and implementation of full lifecycle paper and electronic records management solutions from storage and conversion through to destruction.
Editorial contacts