Document management is a key focus area for any organisation, yet despite its importance to information workflow and company performance, it is rarely managed as a strategic asset.
So said Ricoh UK director Chas Moloney, speaking at the company's Freedom to Operate event in London.
"Printing and photocopying has a direct impact on any company's revenue and environmental output, said Moloney. "Focusing on identifiable costs such as equipment, paper and consumables can return considerable savings, but this approach misses the larger opportunity."
Moloney noted that to realise the true benefits of document management, organisations must look beyond print devices.
He said that, by improving business processes within all four phases of the document life cycle - capture, management, storage and output - organisations will realise the benefits of lower costs, enhanced productivity and better control.
"This may be as simple as a multifunctional device that provides scanning capabilities for a small company, or as complex as an enterprise-wide automated workflow. By moving to a more widespread use of electronic media, organisations will be able to secure the company's documents, increase office floor space and improve communication through shared files," said Moloney.
Online file sharing and collaboration is also growing as one of the most critical applications in the enterprise, he notes.
"Today's iWorker - knowledge workers who rely on electronic and printed information in their daily jobs - need access to the right information, at the right time, in the format of their choice," explained Moloney.
"To get their jobs done, this increasingly includes sharing files with distributed colleagues, global teams, partners and customers. All of this sharing is, generally, great - but it also presents challenges in keeping track of versions and which files are the most current. File sync and sharing platforms can help alleviate this information chaos," he said.
For Moloney, companies that regularly review their processes to help improve the way they manage information will always have a distinct advantage over those that do not.
Better file sync and sharing solutions mean more productive employees, he said, with less risk to enterprise information.
"Document management will help reduce costs, reduce energy consumption and environmental impact through consolidation and optimisation," stated Moloney.
By taking a more long-term approach, he concluded, organisations will start to develop stronger and more strategic relationships with vendors, suppliers and service providers.
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