Remember the TV show MacGyver? Not the reboot from last year, but the original, staring Richard Dean Andersen. The top crime fighter for the Phoenix Foundation, who could get out of any predicament with his analytical mind and Swiss Army Knife. Imagine if you could solve all of your organization’s document storage issues with a little knowledge and a Swiss Army Knife. Well you can, with the right document management platform and some assistance from a knowledgeable integrator.
Could your organization benefit from organizing and securely storing your information?
Think about all of the areas that your organization could benefit from organizing and storing your information. Contracts, spreadsheets, quotes and proposals, correspondence, personnel files, tax and corporate documents, the list is nearly endless. Then think about the effect that streamlining inefficient processes could make. Accounts Payable processing and approvals, hiring and onboarding, procurement of capital goods, again, the list goes on and on. So, what is that tool, that Swiss Army Knife that will solve all your problems?
A document management system provides the organizational constructs and storage capacity to accomplish this. Many systems today are cloud-based which makes the entry point to these systems affordable to most, requires virtually no maintenance, and provides secured access to your data no matter where you are. These systems have the flexibility to accommodate complex and large volume scanning as well as simple ad hoc additions of paper, emails, digital files, Word and Excel documents and more. They are truly the Swiss Army Knife of document storage. Look for systems that provide all of the tools to empower you to eliminate paper, organize storage and secure your information.
Don’t be satisfied with the status quo. Take things to the next level.
In today’s world organizations cannot become complacent. You need to take things to the next level. Consider pulling out workflow and e-forms from your knife. Now you can really make an impact, and streamline processes that are causing havoc and frustration in your organization. Begin by looking at the obvious contributors: Accounts Payable (approval processing) and Human Resources (hiring, onboarding and termination processes). Today’s capture software can automatically interpret and extract information from your documents. This avoids the need to hand key in data. Next, systems can move or route information from point A to B to C based on your organization's specific needs and requirements. The system even tracks where documents are within the process and can activate reminders and escalations when tasks are not worked on in a predefined time frame.
You Don’t Need to Go It Alone
This is not the time or place to reinvent the wheel. Consider the use of an experienced document management integrator to help you through the process. Could you do it on your own? Maybe, but is it worth the risk of failure and the extended timeframe to document all of the details and research them out? Working with someone who has been there, and done that, will pay a dividend over the long haul. As the saying goes, work smarter, not harder.
It’s your time.
Do you want to become the secret agent within your organization? If so you better carry your Swiss Army Knife and choose a good sidekick. Or in this case your document management system and an experienced integrator.
Jack Arnston is a Principal at The Priton Group. He can be reached at email@example.com.