Document Management Process

Document Management - Process will make or break your organisation

Document management solutions cover protected/shared directories or file drives, local drives to full enterprise solutions.

Before you can deploy the right Document management solution for your organisation you need to do analysis on what you are trying to accomplish. Most organisations want to improve what they currently have (their current benchmark) and in order to achieve this you need to define your current organisations processes no matter how ad-hoc or good it is.

Once you have a defined process of your organisations routines for document management you can work out:

 what elements or parts you need to keep,
 what routines you need stay
 which routines you need to change
 where you need to put in routines
 where you need to put stops or checks into the routines
 who is best to be involved in each routine
 what are the transformation parameters

Once you have this defined process you can now do analysis on it if your organisation needs to change or if it is financially viable to change due to improvements being clearly identified and how you will go from process “A” to process “B”. One of the hardest parts of understanding your document management process is working out how to standardise your routines and how to measure the routines in order to understand if they are working to the organisational goals. Most organisations align their document management processes to:

 increased efficiency
 increased output
 higher quality output
 increased win rates
 reduced costs
 increased profitability
 increased customer satisfaction
 maintained internal staff KPI’s (key performance indicators)

 reduced routine times

It is best to use qualified people in ITIL, Business Process Management (BPM), sarbanes-oxley (SOX), Six Sigma and other business process organisations. Global KAP can help your organisation to clearly define your processes and document these for internal discussion or business objectives moving forward.

Remember all documents go through a life cycle. This life cycle is what we call a document management process, and these processes are what need defining before moving forward.

The document life cycle is very important

as this is what can increase the success of your organisation or what can be a liability if not right. The appropriate person will need the correct document for the right task at the right time. This is no easy task and will need constant attention if you are to keep competitive.  Process is the crucial part of your organisation and many organisations patent their processes due to the competitive advantages gained which in due course mean greater profits for all involved from the staff to the shareholders.

Call Global KAP today to start improving your organisation document management processes.

By clicking on the following link you can also join the group for document management process for an open forum of discussion on Linkedin.