Document management : 7 reasons to rethink the global architecture !
Find out why you need to rethink the architecture of your information system in a document management project.
Companies have largely integrated electronic document management (EDM) software. The benefits are well known: accessibility, collaboration, security ... In large organizations, it seems however that solutions get multiplied because individual departments care for their own objectives, preferences and specificities.
Over the long term, these choices may not only impose limits in terms of evolution, but may also create risks on coherence and integrity of data. Indeed, we should not lose sight of the fact that document management is a subject that concerns all departments of an organization, and impacts not only internal communication but also external.
Rethinking the overall architecture of your information system from the point of view of document management allows you to really evolve towards paperless processes. It also offers fluidity in the exchanges between processes and increases their coherence. Finally, it is an opportunity to go beyond document storage and filing, reassessing the role of each software and adding new features.
Focus on 7 good reasons to rethink document management in a unified architecture to multiply its profits.
Be ready for the cloud
The question of architecture remains a sensitive issue for many organizations. Placing all of the company's documents in the cloud still raises questions. However, the transition to the cloud allows, in many cases, to secure the data. It offers a rigorous structure, better control over the documents’ location, and a strict framework for operations such as transfers or approval workflows. The documents generation "as a service" also has advantages in terms of reliability and accessibility.
Today, companies often find themselves in hybrid contexts where cloud platforms coexist with solutions outside the cloud. The same is true of documents and contents with the complexity and the risks that this generates. Having a central architecture capable of evolving towards the cloud operation is therefore essential now.
Centralize document generation
A project conceived in a global way also makes it possible to implement a uniform management of document generation. In large enterprises, it is not uncommon to see more than 10 different, active, ways of generating PDF files. In addition to the licensing costs that add up, each change in the graphics styles or in the company data generates a large-scale update project.
If information such as logos, addresses are managed in one place, they can be used to generate documents for all departments. Invoices, contracts, quotes, brochures benefit from a single source of information. Any change in the corporate house style becomes easy and quick to deploy.
Launch marketing actions
The use of a centralized document generation component allows the use of free spaces that can, while respecting the company's charter, be used for example by marketing to highlight products or services ancillary, or company news on documents such as invoices or delivery notes.
Without touching processes, without impacting the business, this offers the possibility of using empty spaces on documents to push relevant content for customers. This technique, widely used by telecoms, is very efficient and profitable.
Lower the costs
The propensity of each department to equip itself with its own tools of course generates significant costs.
In addition to licensing fees, the implementation of a global document management architecture significantly reduces maintenance costs. Indeed, the company has the opportunity to optimize the management of IT support resources as well as the development team. All focus on optimizing a single system.
Reduce risks
Many companies have already been faced with a critical situation from a commercial or legal point of view due to a lack of efficiency of documentary processes. Loss of documents, version errors, compliance issues, are all troubles that a unified architecture could easily avoid. The goal is also to improve access control and to carry out a regular audit.
It also makes it possible to guard against the departure of a collaborator having all the skills on a solution, for the only needs of his department. You will have the opportunity to create a team of a reasonable size within the IT department and thus have back-up.
Integrate the electronic signature
Among the complementary tools to the GED, the digital signature is one of the essential tools to lead an organization towards paperless operations.
The implementation of a digitized and automated workflow, especially for the signing of contracts, makes you faster and more secure. In less than 1 hour, a document can be signed by several directors and sent back to a client. Each participant receives a signed copy at the end of the process. The document is not modifiable, does not pass several times by scan and copies ... The electronic signature provides the guarantee that no changes have been made to the terms of the document.
Digital archiving
A global architecture ensures sustainable access to information and increases the value of information. It allows consideration of a business project to classify and index the documents, yielding an accelerated and facilitated search, and a reducesrisk of loss or damage.
For this, the essential condition for success is a classification of documents that meet stringent rules, valid for all employees. These will be defined thanks to an in-depth analysis of the document flows of each department.
Other tangible benefits of implementing common archiving rules include managing the validity period of documents by expiry dates.
In conclusion
Saving a global architecture project means taking the risk of not being able to evolve in an ever more complex, diversified and competitive environment. Digital transformation is everywhere, and the documentary environment has changed significantly in recent years.
While companies focus primarily on their business growth and the processes that can contribute to it, it seems that, in the long run, success will also mean setting up a real business strategy for document management and its tools capable of serving all employees.