Implementing a Document Management Program - THE HUGE BENEFITS and How to Prevent Failure
For many years, large companies have been faced with the challenge of organizing the sheer volume of corporate information stored in documents, either in writing, electronic files, data source or corporate portals. Through the 1990's, the concept of "knowledge management" begun to develop. Its purpose was to measure and preserve the intellectual capital of a company.
In the early twenty-first century, the goal of many companies was to prevent this information from being generated in some recoverable format, but the initial unfamiliarity with document management systems and the fear of losing the information, led to the coexistence of paper documents and electronic formats.
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Oftentimes, this duplication caused companies to invest additional time managing the documents, which undoubtedly had an impact on corporate profits. Furthermore, the contents that are being stored come in constant and exponential growth.
Evidently, large firms were the first to implement technology that best solved their document management difficulties. They reached the conclusion that the main element to "knowledge management" is found in document solutions that identify the information, capture, and storage, in order to retrieve, distribute and exchange the info afterwards.
Acompany's strategicvision
Once the organizations were aware that it was essential to sort and store their docs in a logical and structured order, both for daily use and for their subsequent recovery, it became clear that there is a need to implement a Corporate File Management System. The objective of incorporating this system was to supply a management model and a program that would ensure access and option of information to be able to enhance their productivity, intellectual capital, and knowledge.
The main benefits for a large company to implement a Corporate Doc Management System can be summarized as: company information could be shared efficiently and safely, be it located in one or several locations; the overall knowledge of the business is preserved, because the data flows efficiently and fluidly; and uncertainty concerning the available information when managing various versions of documents is certainly resolved.
Implementation of the Document Management System Technology
When implementing a document management project, both material and immaterial aspects must be taken into account. Among the first ones are the tangible sources available to the company, like the computers. Among the latter, consider the available human resources, record training and digital skills. Furthermore, the program and extra hardware that will be needed should be included within the cost of applying a Document Management System. Finally, external professional services have to be accounted for, not forgetting the hours of dedication internal users and project managers will consume.
Doc management is really a relatively new "specialty" in neuro-scientific documentation, and for that reason, organizations usually do not usually have specific teams dedicated to these tasks. In some instances, these functions are assigned to existing departments; in others, a new department is established and the organization and budget are usually adapted accordingly.
A practical measure to ensure the most favorable implementation of corporate document management software is the creation of a department that is responsible exclusively of this demanding task. This new division must define a fresh model of document management and determine the different tools that will meet the functional and technical requirements, and those needed for an optimal integration of the new software. Planning is also very important. Then "action plan" should be created, and within this plan, the project can be a pilot, using it as a starting point for future expansion to all of those other firm.
The company management, its computer equipment, employees responsible for documentation, consultants and end-users are the protagonists in the implementation of this complex project, the opinion of every is necessary and important. The company's customers are also very important because, as they are consumers of details, their profile could be a mix of active and passive. By interacting from the very you start with the documents, they create, receive, manage and require increasing amounts.
Coordination and collaboration is vital among all stakeholders for the correct development of the project. From the beginning, it is important to define and assign tasks and permwill besions whilst constantly reporting to the parties involved.
Corporate Doc Management Pilot
The execution of a Corporate Record Management System in large organizations is more complex than it might seem at first. We need to take into account hundreds or a large number of employees, a large number of departments, different venues and objectives, and various working methods.
Implementing an enterprise solution that provides an adequate and comprehensive response can be extremely tough initially. For this reason, we must begin with a pilot project, as the successful management of any initiative is that it reaches its target in the pre-set time, within the budget, plus in accordance with agreed quality standards.
As a first phase, it is recommended to address the pilot project in a narrow field, where they can perform all of the tasks arising from an implementation of these features and analyze the good and bad practices for the future. On the main one hand, this means that the documentation is the optimal model selecting the appropriate software tool. On the other hand it ensures that the change management strategies are completed correctly, this will be fundamental to overcome the risk of rejection to the technological challenge and help curb the anxiety provoked by the changes.
The methodology for the implementation of a Corporate Doc Management System, usually based on traditional project management, should be geared to satisfying the organization and users that comprise it, whose role must conform to a far more active status.
Maybe the modification process implies a resistance to change, which hinders the redesign of documentation because it involves new means of working, new management styles and brand new skills. For this reason, it is important that management informs their staff of the different stages of implementing the document management system, along with the advantages that are to be achieved.
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