Document Management
Why are document management solutions required? Well there are several different reasons why companies need to manage their data more effectively e.g. compliance with industry standards. The two main reasons are outlined below:
Explosion in Business Content
Business success depends on the ability to secure, centrally manage, and quickly disseminate critical information assets. However in most organizations, information is locked up on user’s computers; on e-mail servers; in PST files; piled on desks or stored unstructured on network shares. This content is difficult to access, and it is almost impossible to ensure that the most current versions of documents are shared across the organization. What’s more, this vital business content can easily be corrupted or lost and is extremely costly to recreate if an employee leaves the organization or it is not properly backed up.
The Proliferation of Unstructured Data
According to the Gartner Group, 80 percent of all information generated by businesses today consists of documents, spreadsheets, e-mails, presentations, drawings and other unstructured data. Industry analyst IDC estimates that Fortune 500 companies lose $12 billion each year because they are unable to adequately manage and exploit this unstructured content. Ask yourself: organisations need tools that enable their users to collaborate with colleagues during document creation, access the most recent version of a document, re-use content, and automate review and approval cycles, across the Network, Internet, intranet, extranet, enterprise portal, or with their favourite productivity tools.
Document Management:
Document Management helps to enforce:
- Workflow (With some form of Approval)
- Notification
- Audit Tracking
- Reporting
- Security requirements
- Collaboration
- Application Integration
- Standard document naming Conventions
- Use of document Templates
- Versioning Control
- Viewing & Redlining
- Archiving
- Searching
- Re-use of existing data
Pentagon Solutions have over 10 years experience in the market, and we realise that purchasing a document management software package will not in itself ensure that your company’s users will use it and the system will be successful. The end users need to ‘buy in’ to the system and ultimately their input is crucial.
Pentagon Solutions provide the following services along with experience which allow the system to be implemented successfully namely:
- Requirements Analysis including user group workshops
- Project Management – Using PRINCE2 Methodology Certification
- Tailored End-User and Administration training
- System Testing and Validation
- Implementation
- System Configuration & Customisation
- Data Migration from legacy systems or databases
