As the technology landscape for organizational document management continues to evolve, traditional methods of capturing, using and retaining data are simply no longer cost-effective or efficient. To become and remain competitive, businesses and other organizations should implement tools designed to create and capture process efficiencies. Whether your organization has committed to fully adopting a digital approach to managing documents, records and other data or has just taken tentative steps in that direction, being aware of potential challenges along the way can help ensure a smooth transition for your employees and customers.
Consider the following points as you evaluate your organization’s needs and potential solutions:
- Disaster Preparedness. Relying on outdated paper-based methods could mean disastrous consequences in the event of a serious business disruption. Companies that have adopted document management solutions have the assurance that they’ll be able to access and work with their stored records and files under almost any circumstances. This provides a powerful business advantage.
- Customer Needs. Organizations struggle with understanding and anticipating their customers’ needs, which can make companies mistakenly believe nothing is wrong with the status quo for their document management solutions. Companies that instead approach document management and workflows from their internal- and external customers’ viewpoints have a competitive advantage and can leverage technology solutions to drive efficiencies.
- Fear of the Unknown. The vast majority of organizations agree that digital transformation can help business but they’re not sure where to start. Choosing a document management solution can be overwhelming without a trusted partner to help you make sense of your company’s needs. Look for a provider that will help you identify your needs and propose solutions designed with those needs in mind.
- System Overload. Organizations are using an increasing number of digital systems and tools. While this is generally a good thing, it also makes some organizations hesitant to implement content management solutions because of a misperception that doing so will be difficult or even impossible given the number of systems in use.
- Off-Platform Content. Despite an increase in reliance on technology tools, a significant amount of organizations’ critical content is still maintained in paper form or is otherwise outside their digital recordkeeping platform. Whether documents are stored as scanned copies, maintained in email folders, or stored in file cabinets, maintaining records outside document management technology presents risks.
- Moving to the Cloud. More than three quarters of businesses and other organizations now rely on cloud computing technologies to a certain extent in their operations. Document management solutions can help ensure records are secure and accessible, and that employees can access information 24/7.
- Information Security. With the continued rise of cybersecurity threats, the need for organizations to maintain customers’, employees’ and corporate information securely has never been greater. When evaluating document management solutions, consider how well the tool will meet your internal and external security requirements.
- Pricing Models. As you evaluate potential solutions for your organization’s digital transformation, consider various approaches to pricing. You can find solutions that require a large up-front capital expenditure, but more companies seem to be leaning toward subscription-based services that are operating expenditures instead. With the operating expenditure route, the service provider provides systems support so you don’t need to add to your technology staff.
To learn more and to explore how Treeno Software’s Electronic Document Management (EDM) solution can benefit your organization, contact us online or call us at 800-528-5005 today.