Document management 101 may 2013
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This document discusses document management systems (DMS) and provides an overview of how they work. It notes that most companies' strategic information is not stored digitally and is scattered across various sources, making it difficult to locate documents. It then defines a DMS, describing the four main technology components: storage, database, workflow, and web access. It addresses common excuses for not implementing a DMS and how to overcome them. Finally, it provides guidance on getting started with a DMS, emphasizing assessing current processes before selecting software.
Document management 101 may 2013
- 1. © Copyright John Cachat Document Management 101: What You Need to Know John M. Cachat jmc@peproso.com
- 2. © Copyright John Cachat Housekeeping Phones are muted Use the question block for questions Copy of presentation available upon request
- 3. © Copyright John Cachat About John M. Cachat • Driving Business Performance – Helping companies align their business and technology – Focus on people, process, and then the technology – Subject matter expert on business process management – On-going research into next generation of technology for enterprise systems • 28 years experience in enterprise systems – USAF Research Project (1985) – Founder of enterprise quality software company (1988) – Chair of ASQ technical committee on computerizing quality (1992) • Trusted advisor to global organizations, government agencies, and professional groups http://www.linkedin.com/in/johncachat
- 4. 4 © Copyright John Cachat Today’s Discussion What is a Document Management System (DMS)? The most popular DMS – the K:> drive DMS model and related processes Common reasons for NOT doing DMS and how to overcome them ROI, cost justification, benefits How do I get started?
- 5. 5 © Copyright John Cachat Struggling With Documents? Are your files unorganized to the point where it has become an unmanageable and out of control chore to locate and save documents?
- 6. 6 © Copyright John Cachat Who Cares? 80% of companies’ strategic information is NOT in enterprise computer systems (ERP, CRM, etc) Information is scattered across multiple sources Knowledge workers spend 40% of their time on document related tasks Can’t find documents Can’t find the right version If and when I find a document, it is too late
- 7. 7 © Copyright John Cachat A Day In The Life of a Document Starts with an email and attachment It gets forward to 5 people Everyone comments, maybe make changes, possibly stores a copy on their c:> drive and keeps a copy of the original email and maybe prints out a few copies Another email, to everyone, and maybe more, of comments / thoughts – process repeats Then – do you have a copy of this? Is it the most current version?
- 8. 8 © Copyright John Cachat Expectations Why can’t I Google my internal information? I can find information on my competitors faster than internal information How do I rapidly enable more people in my company to find what they are looking for?
- 9. 9 © Copyright John Cachat Expectations I want to work as a team (collaborate) Draft and provide input Review and approve Electronic signature Reuse – publish in other places (including interaction with customers and suppliers)
- 10. 10 © Copyright John Cachat The Most Popular DMS - K:> - The Shared Drive Familiar to most – it’s on the K:> drive Difficult to find Context difficult to capture K:>customers>acme>project>rfq_081010_jmc.doc Poor version control Security mostly “yes” or “no” Same problems as physical file cabinets, but now on a computer drive
- 11. 11 © Copyright John Cachat Original Concept of Document Management The Public Library o A bunch of books o Subject, author, title cards o Librarian is the security guard o Check out a book o Check in a book
- 12. 12 © Copyright John Cachat Definition of DMS A document management system is a computer system that lets you do this, regardless of the document format Store Organize RetrieveTrack Distribute
- 13. 13 © Copyright John Cachat DMS – Four Technology Components DMS Storage Location Database Workflow Web Access And scanner technology for moving paper copies to electronic format
- 14. 14 © Copyright John Cachat DMS Database Technology
- 15. 15 © Copyright John Cachat DMS Model and Related Processes (Workflow) Request a new document Draft, review, approve Process change requests Audits and audit trails Store Organize RetrieveTrack Distribute
- 16. 16 © Copyright John Cachat Workflow Technology • “Drag-and-drop” interface with role based workflow • Smart workflows based on document types • Ability to actually modify, and update documents • Create PDF and move files to appropriate storage location • Leverage email for notifications, approvals, etc
- 17. 17 © Copyright John Cachat Common Excuses for not Doing DMS and How To Overcome Them • If we need it, we can usually find it • We’ve got to pick our battles • It’s good for staff to be busy • It’s easier to just get everyone together in person • Change is expensive • Our business isn’t located on a flood plain or anything • Information security just isn’t at the top of our list • No one is ever going to sue us
- 18. 18 © Copyright John Cachat DMS Financial Impact Automation improves turnaround time Reduces the potential for processing errors A document management also helps organizations to comply with industry regulations The ability to automate document retention / destruction schedules helps with record management strategies Do more with less
- 19. 19 © Copyright John Cachat Example DMS ROI Calculator
- 20. 20 © Copyright John Cachat Lessons Learned from EPA • Inefficient Workflow Processes • Difficulty locating documents & recordsChallenges • Focused on developing a process to evaluate software • Sought out a technical solution before analyzing and streamlining business processes What They Did • Emphasized the users’ ability to access information • Conceptualized the full process as it exists • Grasped an understanding of workflow and content management What They Should Have Done
- 21. 21 © Copyright John Cachat How Do I Get Started? • Where Am I? • Costs / Risks • People / Process Issues Point A • Where Do I Want to Go? • Savings / Benefits • Technology Required Point B
- 22. 22 © Copyright John Cachat DMS Priorities 3. Software 2. Process 1. People
- 23. 23 © Copyright John Cachat About Us John Cachat jmc@peproso.com Contact Proven expertise in business information systems Rapid Solution Development™ process Services Assess Current Status Develop Short and Long Term Plans Develop Specific Solutions to Your Problems Assist in ROI Analysis
- 24. 24 © Copyright John Cachat FREE Proof of Concept We We
- 25. 25 © Copyright John Cachat Document Management 101s & Contact: John Cachat jmc@peproso.com Copy of Presentation & Request a Demo Visit: http://peproso.com/webinars Future Webinars